59th CoNGKESS, \ aTTivrAT'v (Document 

M Session / SENATE | ^^_ 3^^ _ 



Rules and Regulations 

governing the 

^ . Department of State 



Furnished in response to a resolution adopted by the Senate 
February 1, 1907 



FEBRUARY 26, 1907 
Ordered to be printed 




WASHINGTON 

Government Printing Office 

1907 



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RESOLUTION OF THE SENATE ADOPTED MARCH 2, 1907. 

Resolved, That in carrying out the resolution of the Senate of February 1, 1907, 
requesting the Secretary of State to furnish to the Senate a copy of all rules and regu- 
lations governing the Department, and the resolution of the Senate of February 28, 
1907, ordering the printing of the report thus furnished as a Senate document, the 
following papers shall be omitted from such document: 

1. The United States consular regulations; 

2. Instructions to the diplomatic officers of the United States; 

3. The register of the Department of State; and 

4. The copy of the pamphlet giving the history and functions of the Department 
of State. 

2 



13 1907 
D. ofO. 






a; 



CONTENTS 

Page. 
Message from the President of the United States, transmitting the report of 

the Acting Secretary of State 5 

Report of the Acting Secretary of State 5 

Rules and regulations of the Department of State, 1871 7 

Executive orders and orders of the Secretary of State, November 10, 1905, to 

February 1, 1907 - 9 

Description of the duties and functions of the Department of State (from 

S. Rept. 507, parts, 50th Cong., 1st sess.) 24 

3 



MESSAGE FROM THE PRESIDENT OF THE UNITED STATES. 

To the Senate:. 

I transmit herewith a report by the Acting Secretary of State, with 
accompanying papers, in response to the resolution adopted by the 
Senate on February 1, 1907, requesting to be furnished with a copy of 
all rules and regulations governing the Department of State in its 
various branches. 

Theodore Roosevelt. 
The White House, 

February 28, 1907. 



REPORT OF THE ACTING SECRETARY OF STATE. 

To the President: 

In response to the resolution adopted by the Senate on February 1, 
1907, requesting to be furnished with a copy of all rules and regula- 
tions governing the Department of State in its various branches, the 
Secretary of State has the honor to lay before the President the fol- 
lowing documents: 

1. Copy of the United States Consular Regulations, 1896. « 

2. Copy of Instructions to Diplomatic Officers of the United States, 1897, with 
appendix. « 

3. Copy of the Register of the Department of State, corrected to September 15, 
1906, in which is given, at pages 19 et seq., a brief outline of the duties of each of the 
bureaus of the Department. « 

4. Copy of a pamphlet giving the history and functions of the Department of 
State, compiled in 1893. « 

5. Copy of rules and regulations for the government of the Department proper, 
issued in January, 1871, by the Hon. Hamilton Fish, then Secretary of State. These 
regulations have been modified from time to time in order to meet the changed con- 
ditions and to conform to the provisions of the statutes. 

6 to 23, inclusive. Copies of recent orders of the Secretary of State modifying the 
duties of the various bureaus of the Department, and copy of Executive order of 
June 27, 1906, governing appointments and promotions in the consular service. 

A description of the duties and functions of the Department of State 
is given in a report made by the Secretary of State to a select com- 
mittee of the Senate in 1887, which has been published as Senate 
Report 507, part 3, Fiftieth Congress, first session, pages 1 to 36, 
inclusive. 

It is impracticable to furnish a copy of this document, as the only 
copy in the possession of this Departnient is the file copy in the Bureau 
of Rolls and Library. 
Respectfully submitted. 

Robert Bacon, 

Acting' Secretary. . 
Department of State, 

Washington., February 27, 1907. 

a By resolution adopted March 2, 1907, the Senate directed that this document 
should not be printed as one of the papers accompanying the report of the Actmg 
Secretary of State. 



RULES AND REGULATIONS OF THE DEPARTMENT OF STATE. 



Department of State, 

January 3, 1871. 

I. The office hours of the Department are from 9.30 a. m., at which 
hour all gentlemen are expected to be at their desks, to 4 p. m., and 
until such later hour as the exigenc}^ of the public business shall 
demand. A satisfactory explanation will be required for all absences 
between these hours. It is expected that the reading of newspapers 
in the Department will be dispensed with during business hours. 
Clerks and employees are not permitted to visit each other or to 
receive visits during business hours. Clerks and others in the Depart- 
ment are not to give information of any of the business or corre- 
spondence of the Department, or any information or advice as to any 
vacancies to be filled or that may be likely to occur, or as to appoint- 
ments to be made. No smoking will be allowed in any parts of the 
building that are free to the public. 

II. The chief of each bureau is responsible for the observance of 
these rules by the clerks and employees under him, as well as for the 
condition of the archives, correspondence, and records in his charge. 
If at any time his force is insufficent for the work assigned to him, 
or if any gentleman in his bureau fails to comply with these regula- 
tioes, or to satisfactorily discharge his duties, he will report to the 
chief clerk in writing, whose duty it will be to transmit the report 
without delay to the Secretary. 

III. Monthly reports on the first day of each month will be made 
by the chief of each bureau (except the Bureau of Accounts) to the 
chief clerk of the condition of his bureau, showing the amount of the 
correspondence of the previous month, the number of pages yet to be 
recorded or compared, and the number of pages yet to be indexed. 
These reports should be in tabular form and uniform in size, and 
should be transmitted to the Secretary by the chief clerk, witha like 
report as to general work in the Department not embraced in the 
general bureaus, and with a tabulated abstract of the several reports, 
the whole to be attached together, folded, and indorsed "Monthly 
report, , 187—." 

IV. The Chief of the Bureau of Accounts will, on the 10th day of each 
month, make a report to the Secretary showing the exact condition of 
each appropriation and account on the 1st day of the month; and as 
to each appropriation and account stating: (1) The amount appro- 
priated; (2) reference to statute making appropriation; (3) amount of 
appropriation in the statute; (1) amount of appropriation remaining 
in the Treasury; (5) amount drawn during the ponth; (6) amount 
remaining unexpended; (7) amount expended during the month; (8) 



8 RULES AND REGULATIOISrS, DEPARTMENT OF STATE. 

amount in the hands of disbursing- clerk; (9) where amount in the 
hands of clerk is deposited. Also with respect to trust funds or other 
moneys in his possession: (1) Statement of trust and other funds (not 
appropriations) in the custody of the Chief of Bureau of Accounts; 
(2) date when received; (3) origin of fund; (4) original amount; (5) 
amount of interest, and when received; (6) present amount of fund; 
(7) nature of investments, and where deposited; (8) amount in his 
hands; (9) where amount in his charge is deposited. In all cases the 
total of balances in hand to be footed up. 

V. Reports and abstracts prepared for the use of the Secretary, or 
either of the Assistant Secretaries, should be made on blanks prepared 
for that purpose, and should concisely and fully present the facts, 
issues, and points of argument, and generally all information neces- 
sary to the complete understanding of the subject, with all necessary 
references. The labor of reviewing the correspondence should not 
devolve upon either of the Secretaries, but must be performed by the 
clerk who may be directed to make the report or abstract. 

VI. The pouches containing the mails shall be opened immediately 
upon their arrival in the Department and the official mail delivered 
without delay to the Bureau of Indexes and Archives, where it will 
be opened, indexed, and delivered to the chief clerk and b}^ him laid 
before the proper Assistant Secretary. All papers sent out b}^ the 
Secretary and the Assistant Secretaries will be taken to the chief 
clerk and referred by him to the proper Bureau. A note of each ref- 
erence will be made in the Bureau of Indexes and Archives, so that no 
difficulty will arise in tracing an}" paper if called for before it is 
returned to be permanently filed. All correspondence requiring the 
signature of the Secretary or the Assistant Secretaries must be pre- 
pared and delivered to the chief clerk by 2.30 o'clock and by him 
delivered for signature at 3 o'clock. 

VII. All dispatches and correspondence, both to and from the 
Department, not of a personal character, will pass to the Secretary's 
table through the room of the proper Assistant Secretary. In return- 
ing letters and instructions sent to the Secretary for signature an 
opportunity will be given to each Assistant Secretary to see the cor- 
respondence which has not been submitted to his inspection. 

VIII. The Bureau of Indexes and Archives shall be the depository 
for the archives, the dispatches, notes, and letters to the Department, 
except those relating to passports and to applications for office and for 
the records of the official and other correspondence from the Depart- 
ment. Dispatches and letters received must be acknowledged at the 
earliest practicable moment after their receipt in the various bureaus 
and returned to the Bureau of Indexes and Archives, to await final 
reply, if further answer is necessary. 

IX. Detention of papers, either on desks or shelves, of anv of the 
various bureaus, excepting drafts of instruction, is prohibited, with- 
out special approval of the Assistant Secretary who has charge of the 
bureau. All communications should bear indorsement of the dates of 
the action of the Department. On all copies of papers addressed to 
the Department should be noted the date of their receipt. 

X. Clerks finding it necessary to withdraw papers or records from 
the Bureau of Indexes and Archives shall leave in the place thereof 
a signed memorandum describing the book or paper. When the course 
of business may require the reference of a paper from one bureau to 



RULES AND KEGULATIONS, DEPARTMENT OF STATE. 9 

another a memorandum showing the date of such reference should be 
made and deposited in the Bureau of Indexes and Archives by the 
clerk making the reference. 

XI. It is desirable to keep the Bureau of Indexes and Archives free 
during office hours so far as possible, therefore clerks wishing papers 
will send for the same through messengers when practicable, and all 
requisitions from the Secretary or Assistant Secretaries for papers 
will be referred to that Bureau. 

XII. All instructions, notes, or letters from the Department con- 
taining inclosures will be accompanied by a "hst of inclosures" show- 
ing from whom received and to whom addressed (or their general 
subjects if not particularly addressed) and their date. This list will in 
all cases be recorded with the dispatch, with a marginal reference to 
the book or file in the Department where the inclosure can be found. 
A single inclosure must be noted in the same manner. The clerks 
will also insert in the record books such marginal references as to the 
inclosures in the correspondence since March 12, 1869. 

Hamilton Fish, Secretary. 



EXECUTIVE ORDEES AND ORDERS OF THE SECRETARY OF STATE. 

DIPLOMATIC SERVICE— APPOINTMENT OF SECRETARIES OF EMBASSY AND 

LEGATION. 

EXECUTIVE ORDER. 

It is hereby ordered that vacancies in the office of secretary of 
embassy or legation shall hereafter be filled — 

(«) B}^ transfer or promotion from some branch of the foreign 
service, or 

(b) B}^ the appointment of a person who, having furnished satisfac- 
tory evidence of character, responsibilit}", and capacity, and being 
thereupon selected by the President for examination, is found upon 
such examination to be qualified for the position. 

Theodore Roosevelt. 

The White House, 

Novemler 10, 1905. 



EXAMINATION OF SECRETARIES OF EMBASSY AND LEGATION. 

ORDER. 

In pursuance of the Executive order of November 10, 1905, the 
Second Assistant Secretary of State, the Solicitor for the Department 
of State, and the Chief of the Diplomatic Bureau, or the persons for 
the time being respectively discharging the duties of said officers, are 
hereby constituted a board, whose duty it shall be, by appropriate 
examination, to determine the qualifications of persons selected by 
the President therefor, to be appointed as secretaries of embassies or 
legations. Vacancies occurring in said board, or such changes in the 
membership thereof as experience may prove to be desirable, will be 
dealt with by additional regulations as occasion may require. 

The examination herein provided shall be held from time to time at 
the Department of State, in Washington, upon such notice to candi- 



10 ELTLES AND REGULATIONS, DEPARTMENT OF STATE. 

dates as shall give them reasonable opportunity to attend for the pur- 
pose in question. 

Such examinations shall be both oral and in writing. The subjects 
to which the examination shall relate' are to be: 

1. International law. 

2. Diplomatic usage. 

3. Modern languages. 

Familiarity with at least one foreign language will be required. 
This language ma}^ be either the language spoken in the country in 
which the embassy or legation is located or French. 

The examining board is authorized to issue such notices and to 
make all such rules as it may deem necessar}^ to accomplish the objects 
of this regulation, and immediately upon the conclusion of such 
examination shall make to the Secretary of State a report, in writing, 
stating whether in its judgment the candidate is or is not qualified for 
the particular position applied for, and if the decision is adverse to 
the candidate, also briefly summarizing the grounds of such decision. 

Elihu Root. 

Department of State, 

Washington^ Novei^iber 10, 1905. 



THE SIGNING OF INVOICES. 

order. 

The chief clerk of the Department will hereafter sign invoices of 
supplies sent to consular oflicers as follows: 

Elihu Root, 

Secretary of State. 

By Charles Denby, 

Chief Clerk. 

Elihu Root, 

Secretary of State. 
Department of State, 

Washington., Novemher 18, 1905. 



LEAVES or ABSENCE— BEPARTMENT OF STATE. 
ORDER. 

The provisions of law now in force regarding leaves of absence are 
as follows: 

Thirty days' annual leave with pay may be granted to each employee of the 
Department. 

Sick leave, not to exceed thirty days annually, may be granted to an employee in 
case he is physically unable to perform his duties, or a member of his immediate 
family is suffering from a contagious disease and requires his care and attendance, or 
where his presence in the Department would jeopardize the health of others. 

Applications for leave are granted \>j the chief clerk, after approval 
by the bureau chief under whom the applicant serves, and leave m^j 
not be taken in advance of the chief clerk's action. 



KULES AND REGULATIONS, DEPARTMENT OF STATE. 11 

A statement of sick leave covering- more than one day at a time 
must be supported by the certificate of the attending- physician or, if 
a physician be not consulted, b}^ an affidavit of the fact of illness. 

Absence from the Department, except as provided for above, is with- 
out pay; and leave without pay, while not to be considered as a right, 
may, in exceptional cases, be granted when the public business will 
not suffer thereby. 

In counting absence on annual leave Sunda3^s and holidays are 
excepted ; but an emploj^ee who is not on duty during the business 
hours of Saturda}^ is charged with a full day's leave, notwithstanding 
the early closing of the Department on that day during a part of the 
year. 

In computing sick leave every included Sunday and holiday are 
counted. 

The following certificate on the monthly pay roll must be executed 
before any pajaiient thereon can be made: 

Department of State, 

, 190—. 

I certify that the "foregoing pay roll is correct; that it appears from the records of 
my office that the persons named thereon were legally appointed, and that each has 
performed the service required by law and the regulations of the Department of 
State during the period mentioned; that such services, except as otherwise indicated, 
have been performed under my supervision, and that no person whose name appears 
on the foregoing pay roll is paid for any period of absence in excess of that allowed 
by law; that they are severally entitled to the amounts of pay set opposite their 
respective names; that all details, from my personal supervision, are indicated in 
the column of " Remarks," and that the full period of service covered by this pay 
roll has expired prior to the actual signing hereof. 

Chief Clerk. 

To enable the chief clerk to execute the above certificate it is 
imperative that a time report be kept, day by dsij, by each emplo}' ee, 
which report must be accessible at all times to the chief of bureau, 
so that at the end of the month, in case of unexpected absence, the 
bureau chief can report definitel}^ on the service of the employee for 
the month. 

All time reports must be in the hands of the chief clerk at 9 o'clock 
on the 1st day of each succeeding month. 

Elihu Root, 

/Secretary of State. 

December 19, 1906. 



ADVISOEY COMMITTEE ON PRINTING AND PUBLICATION. 
EXECUTIVE ORDER. 

It is hereby ordered that there shall be appointed by the head of 
each of the Executive Departments an advisory committee on the 
subject of printing and publication. The chairman shall be an Assist- 
ant Secretary, pother qualified official, and at least one member of 
the committe^^hall have had practical experience in editing and 
printing. 

It shall be the duty of such committee, under direction of the head 
of the Department, to see that unnecessary matter is excluded from 
reports and publications; to see that copy is carefully edited before 



12 EULES AND EEGULATIONS, DEPARTMENT OF STATE. 

rather than after going to the Printing Office; to do away with the 
publication of unnecessary tables, and to require that statistical matter 
be published in condensed and intelligible form; to supervise the 
preparation of blank forms; to require the frequent revision of mail- 
ing lists; to prevent duplication of printing by different bureaus; to 
exclude unnecessary illustrations from Department documents, and 
to prevent the printing of the maximum edition allowed by law, when 
a smaller edition will suffice; to recommend to the head of the Depart- 
ment, for inclusion in the recommendations contained in his annual 
reports, needed changes in the statutes governing Department publi- 
cations. 

The following general principles shall hereafter govern the form of 
the annual reports of the various bureaus and offices of the Depart- 
ments: 

1. Annual reports shall be confined to concise accounts of work 
done and expenditures incurred during the period covered, with 
recommendations relating to the future, including plans for work to 
be undertaken. 

2. Contributions to knowledge in the form of scientific treatises 
shall not be included in annual reports. 

3. Illustrations in annual reports shall be excluded, except (a) maps 
and diagrams indispensable to the understanding of the text; (Z>) views 
of monuments or important structures begun or erected; (c) views 
showing conditions in outlying possessions of the United States and 
relating to work done or recommendations made. 

4. Inserted material, written or compiled by persons not connected 
with the reporting office, and biographical and eulogistic matter relat- 
ing to the past or present personnel of the office, shall be excluded. 

5. Reports of officers who do not report directly to the head of an 
Executive Department shall not be printed in the annual report of a 
Department, but where necessary shall be summarized in the reports 
of the officials to whom such officers do report. 

6. Tables shall be inserted only when verbal summaries and state- 
ments of totals are inadequate, and complete texts of laws and court 
decisions shall, except in cases of great importance, be excluded. 

7. Detailed descriptions and lists of methods, processes, purchases, 
bids, rejections, installations, repairs, specifications, and personnel 
emploj^ed shall be omitted except when required by their unusual 
importance or by statute. 

Theodore Roosevelt. 
The White House, 

Jamiary W^ 1906. 



PRINTING AND PUBLICATION. 
ORDER. 

In accordance with the first clause of the Executive order of the 
President of January 20, 1906, directing that there shall be appointed 
by the head of each of the Executive Departments an advisory com- 
mittee on the subject of printing and publication, the following are 
appointed as such advisory committee for the Department of State: 

Charles Denby, chief clerk, chairman. 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 13 

William McNeir, Chief of the Bureau of Rolls and Librarj-. 
S. M. Hamilton, of the Diplomatic Bureau, who shall be secretary. 
The attention of all chiefs of bureaus is called to the terms of the 
above Executive order, compliance with which is enjoined upon all 
persons submitting or supervising- matter for publication. 

Elihu Root. 
Department of State, 

Washington^ February 23, 1906. 



copies of forms to be supplied. 

Department of State, 
Advisory Committee on Printing and Publication, 

Washingtooi, March 9, 1906. 
Dear Sirs: Referring to the communication to you, on the 1st 
instant, of copies of the order dated February- 23, 1906, by the Secre- 
tary of State, appointing an advisory committee on the subject of 
printing and publication for this Department, and of the Executive 
order of January 20, 1906, on which the Secretary's order is based, I 
have to ask that you will be so good as to suppl}", for the information 
of the advisoiy committee, one copy each of all the regular and per- 
manent forms of circulars and leaflets of information and of blank 
circulars and other "forms" issued by your bureau. 

In the case of blank books requiring printing and of printed and 
bound books, as distinguished from pamphlets, where it may not be 
practicable to supply a specimen copy, I have to request that you fur- 
nish a list of such blank books and books, briefly describing them 
(size, pages, and binding, and in the case of record books whether 
indexed or tagged, and approximate amount of printing required for 
each) and stating the uses to which thej' are put. Please furnish also 
a copy of the "mailing list," if any, used by your bureau. 

As it is understood by the committee that in many instances no 
record has been kept of requisitions on the Department's branch print- 
ing ofiice, I have to inform you that hereafter every requisition shall 
be made a matter of record by the advisor}^ committee. In order, 
however, not to disturb the current printing, nor to interfere with 
existing methods that are found to work satisfactorilj^, requisitions 
will be forwarded as usual to the office of the chief clerk. The 
"copy" for the printer should accompany the requisition in each case, 
said "cop3^" having been first carefully prepared by the issuing office 
or bureau in obedience to the order of this date issued b}^ the Secretary 
of State, a copy of which I beg leave to annex hereto for your infor- 
mation and guidance. 

Very respectfully, yours, 

Charles Denby, 
Chief Clerk and Chairman of Committee 

on P^'inting and Publication. 
To the Chiefs of Bureau, 

Departinent of State. 



14 EULES AND EEGULATIONS, DEPAETMENT OF STATE. 



PRINTING AND PUBLICATION 



ORDER. 



In accordance with the provisions contained in the Executive order 
of January 20, 1906, relative to departmental printing and publica- 
tion, it is hereby ordered that all matters relating to printing and pub- 
lication for the Department of State, before being sent to either the 
Public Printer or the Department's branch office, shall be submitted 
to the Department's advisor}^ committee on printing and publication, 
after having been carefully prepared for the printer by the issuing 
office or bureau. 

Elihu Root. 

Department of State, 

Washington^ March 9, 1906. 



extending the merit system to the consular service. 

Department of State, 

Washington., June 25^ 1906. 

1 transmit herewith, for your consideration, a draft Executive order 
designed to extend the sj^stem commonly called the merit system of 
the civil service to the consular branch of the service. 

The main features of the order were embodied in the early forms of 
the consular reorganization bill passed at this session of Congress, but 
they were dropped out largely for the reason that their enactment by 
Congress would appear to be an infringement upon the President's 
constitutional power to appoint consuls. Your adoption of these rules 
by Executive order will be free from that objection, and, judging 
from the yqvj positive commendation which many Members of both 
Houses have expressed for the proposed change in the method of 
appointing consuls, 1 do not doubt that the new system will receive 
the hearty approval of the Senate and of Congress whenever occasion 
may arise for an expression upon the subject. 

The principle of the new rules was heartily approved by a very rep- 
resentative convention held in Washington last winter, composed of 
leading business men from all parts of the countr}^; and both the prin- 
ciple and the practical adaptability of the rules have been subjected to 
careful consideration by a board of five of the most able and experi- 
enced officers in the consular service, convened in Washington on the 
4th of this month for the purpose of advising upon the application of 
the new reorganization act to the service. That act by its terms is to 
take effect on the 30th day of June, and it is desirable that the new 
rules take effect at iho, same time. 

Very respectfully, Elihu Root. 

To the President. 



EULES AND REGULATIONS, DEPARTMENT OF BTATE. 15 

CONSULAR SERVICE.— REGULATIONS GOVERNING APPOINTMENTS AND 

PROMOTIONS. 

EXECUTIVE ORDER. 

Whereas the Congress b}^ section 1753 of the Kevised Statutes of 
the United States has provided as follows: 

The President is authorized to prescribe such regulations for the admission of per- 
sons into the civil service of the United States as may best promote the efficiency 
thereof, and ascertain the fitness of each candidate in respect to age, health, char- 
acter, knowledge, and ability for the branch of service into which he seeks to enter; 
and for this purpose he may employ suitable persons to conduct such inquiries, and 
may prescribe their duties, and establish regulations for the conduct of persons who 
may receive appointments in the civil service. 

And whereas the Congress has classified and graded the consuls- 
general and consuls of the United States by the act entitled "An act 
to provide for the reorganization of the consular service of the United 
States," approved April 5, 1906, and has thereby made it practicable 
to extend to that branch of the civil service the aforesaid provisions 
of the Revised Statutes and the principles embodied in the civil-serv- 
ice act of January 16, 1883. 

Now, therefore, in the exercise of the powers conferred upon him 
by the Constitution and laws of the United States, the President 
makes the following regulations to govern the selection of consuls- 
general and consuls in the civil service of the United States, subject 
always to the advice and consent of the Senate. 

1. Vacancies in the ofiice of consul-general and in the office of consul 
above class 8 shall be filled by promotion from the lower grades of 
the consular service, based upon ability and efficiencj^ as shown in the 
service. 

2. Vacancies in the office of consul of class 8 and of consul of class 
9 shall be filled: 

(a) By promotion on the basis of abilit}^ and efficiency as shown in 
the service, of consular clerks, and of vice consuls, deputy consuls, 
and consular agents who shall have been appointed to such offices upon 
examination. 

(5) By new appointments of candidates who have passed a satis- 
factory examination for appointment as consul as hereafter provided. 

3. Persons in the service of the Department of State with salaries 
of $2,000 or upward shall be eligil^le for promotion, on the basis of 
abilitj^ and efficiency as shown in the service, to any grade of the 
consular service above class 8 of consuls. 

4. The Secretary of State, or such officer of the Department of 
State as the President shall designate, the Chief of the Consular 
Bureau, and the chief examiner of the Civil Service Commission, or 
some person whom said Commission shall designate, shall constitute a 
board of examiners for admission to the consular service. 

5. It shall be the dut}^ of the board of examiners to formulate rules 
for and hold examinations of applications for admission to the consular 
service. 

6. The scope and method of the examinations shall be determined 
by the board of examiners, but among the subjects shall be included 
at least one modern language other than English; the natriral, indus- 
trial, and commercial resources and the commerce of the United States, 
especially with reference to the possibilities of increasing and extend- 
ing the trade of the United States with foreign countries; political 
economy; elements of international, commercial, and maritime law. 



16 EULES AND REGULATIONS, DEPARTMENT OF STATE. 

7. Examination papers shall be rated on a scale of 100, and no 
person rated at less than 80 shall be eligible for certification. 

8. No one shall be examined who is under 21 or over 50 years of 
age, or who is not a citizen of the United States, or who is not of good 
character and habits and physically and mentally qualified for the 
proper performance of consular work, or who has not been speciallj^ 
designated by the President for appointment to the consular service 
subject to examination. 

9. Whenever a vacancy shall occur in the eighth or ninth class of 
consuls which the President may deem it expedient to fill, the Secre- 
tary of State shall inform the board of examiners, who shall certif}^ 
to iiim the list of those persons eligible for appointment, accompan}^- 
ing the certificate with a detailed report showing the qualifications, as 
revealed by examination, of the persons so certified. If it be desired 
to fill a vacancy in a consulate in a country in which the United States 
exercises extraterritorial jurisdiction, the Secretary of State shall so 
inform the board of examiners, who shall include in the list of names 
certified by it only such persons as have passed the examination pro- 
vided for in this order, and who also have passed an examination in 
the fundamental principles of the common law, the rules of evidence, 
and the trial of civil and criminal cases. The list of names which the 
board of examiners shall certify shall be sent to the President for his 
information. 

10. No promotion shall be made except for efficiency, as shown by 
the work that the officer has accomplished, the ability, promptness, 
and diligence displayed by him in the performance of all his official 
duties, his conduct, and his fitness for the consular service. 

11. It shall be the dut}^ of the board of examiners to formulate 
rules for and hold examinations of persons designated for appoint- 
ment as consular clerk, and of such persons designated for appointment 
as vice consul, deputy consul, and consular agent, as shall desire to 
become eligible for promotion. The scope and method of such exami- 
nation shall be determined by the board of examiners, but it shall 
include the same subjects hereinbefore prescribed for the examination 
of consuls. Any vice consul, deputy consul, or consular agent now in 
the service, upon passing such an examination shall become eligible 
for promotion, as if appointed upon such examination. 

12. In designations for appointment subject to examination, and in 
appointments after examination, due regard will be had to the rule, 
that, as between candidates of equal merit, appointments should be so 
made as to secure proportional representation of all the States and 
Territories in the consular service; and neither in the designation for 
examination or certification or appointment will the political affilia- 
tions of the candidate be considered. 

Theodore Roosevelt. 
The White House, 

June ^7, 1906. 



APPORTIONMENT OP CONTINGENT APPROPRIATIONS. 
ORDER. 

In pursuance of the provisions of section 3679 of the Revised Stat- 
utes as amended by the act of February 26, 1906, it is hereby ordered 
that the contingent appropriations of the Department for the fiscal 



EULES AND REaULATlONS, DEPARTMENT OF STATE. 17 

year 1907, viz, contingent expenses; stationeiy, furniture, etc. ; books 
and maps, and lithographing, be apportioned as follows: 

Contingent expenses: 

Appropriation $7, 000 

Apportionment — 

For the first half of the year $4 qOO 

For the last half of the year ^ 3' OOO 

r. . . . " '■ 7,000 

stationery, furniture, etc.: 

Appropriation 7 ooO 

Apportionment — 

For the first half of the year $4^ 500 

For the last half of the year 2] 500 

'- 7,000 

Books and maps: ) 

Appropriation 2, 000 

Apportionment — In equal quarterly installments. 
Lithographing: 

Appropriation 1^ 200 

Apportionment — In equal monthly installments. 

The foregoing apportionments shall be adhered to and shall not be 
waived or modified except upon the happening of some extraordinary 
emergenc}^ or unusual circumstances, which could not be anticipated 
at the time the apportionments were made, and in case the said appor- 
tionments are waived or modified the same shall be waived or modified 
in writing by the head of the Department, and the reasons thereof 
shall be fullj^ set forth in each particular case. 

Elihu Root. 

Department of State, 

Washingto7i^ July 2, 1906. 



APPROPRIATIONS APPORTIONED IN QUARTERLY ALLOTMENTS. 
ORDER. 

In pursuance of the provisions of section 3679 of the Revised 
Statutes, as amended by the act approved February 26, 1906, it is 
hereb}^ ordered that the appropriations for the contingent expenses of 
the diplomatic and consular service for the fiscal j^ear ending June 30, 
1907, be apportioned in equal quarterly allotments — one-fourth of the 
appropriation of $225,000 for "Contingent expenses foreign missions," 
and one-fourth of the appropriation of $350,000 for the "Contingent 
expenses of United States consulates," being available for the expenses 
of each quarter. 

The foregoing apportionments shall be adhered to and sliall not be 
waived or modified, except upon the happening of some extraordinary 
emergency or unusual circumstances which could not be anticipated 
at the time the apportionments were made, and in case the said appor- 
tionments are waived or modified the same shall be waived or modified 
in writing b}^ the head of the Department, and the reasons therefor 
shall be full}^ set forth in each particular case. 

Elihu Root. 

Department of State, 

Washington.) July ^, 1906. 

S. Doc. 359, 59-2—07 2 



18 EULES AND REGULATIONS, DEPARTMENT OF STATE. 

ALLOTMENT OF APPROPRIATION FOR PRINTING AND BINDING. 

ORDER. 

In accordance with the provisions of section 3 of the act approved 
February 27, 1906, making appropriations to supply urgent deficiencies 
in the appropriations for the fiscal yen,Y ending June 30, 1905, the fol- 
lowing allotment of this Department's appropriation for printing and 
binding for the fiscal year ending June 30, 1907, is made, viz: 

Labor and materia] for branch office $29, 000 

This sum to be used exckisively for the daily cost of maintenance of 
the branch office, and subject to the order of the Secretary of State. 

Publication of Foreign Relations 3, 000 

Miscellaneous work at main office 5, 000 

Binding, main office 1, 000 

Total 38, 000 

which sum shall be divided into twelve equal installments of $3,166.66 
each, one of which shall be the monthl}^ balance, plus any unexpended 
balances for the preceding months. 

The remainder of the annual appropriation ($4,000) shall be reserved 
for Congressional work chargeable to this Department, or such other 
purpose as may be required and directed by the Secretar}'' of State. 

Robert Bacon, 
Actmg Secretary. 
Department of State, 

WasMngton, July 30, 1906. 



CORRESPONDENCE TO BE EXCHANGED THROUGH INDEX BUREAU. 

ORDER. 

From and after this date correspondence within the Department will 
be exchanged through the Index Bureau. 

An Index Bureau messenger will make rounds ever}^ ten minutes to 
the offices of the Secretaries and the chief clerk. 

The Diplomatic, Consular, and Accounts Bureaus' messengers will 
call at the Index Bureau every fifteen minutes; messengers from other 
Bureaus, except Trade Relations, every half hour. 

Correspondence will be handled in this way as far as possible, and 
the Index Bureau will keep a record of the travels of every paper. 
Where it is imperative to send by special messenger, bureaus will 
send such messenger through the Index Bureau, and where papers are 
received direct from the Secretaries will send a memorandum of same 
to the Index Bureau. 

Chas. Denby, 

Department of State, Chief Glerh. 

August 15, 1906. 



KULES AND REGULATIONS, DEPARTMENT OF STATE. 19 

PAYMENTS RECEIVED TO BE TURNED OVER TO BUREAU OF ACCOUNTS. 

ORDER. 

That hereafter all pajmients made to and received at the Depart- 
ment by check or otherwise, except fees in paj^ment of passports, 
shall immediately upon receipt of the same be turned over to the 
Chief of the Bureau of Accounts and disbursing clerk for the proper 
disposition of the amounts. 

The chief clerk will please instruct the Chief of each Bureau 
accordingly. 

Alvey a. Adee, 

Department of State, Acting Secretary, 

WasMngto7i, September 7, 1906. 



DEPARTMENT OF STATE— BUREAU OF INDEXES AND ARCHIVES. 
MEMORANDUM. 

All the correspondence of the Department proper (as distinct from 
the separate subjects of appointments, passports, publications, accounts, 
etc. , handled independently by the various bureaus) is filed in the Index 
Bureau. 

Every paper received by or sent from the Department, save as above, 
is noted in the index (excepting- acknowledgments, crank letters, and 
popular communications on such matters as Niagara Falls, the Kongo, 
etc.). 

The more important correspondence is filed by subjects, according 
to the file number of the case, in the major file. A synopsis of the 
correspondence in each case is kept on a record card, and these cards 
are arranged numerically. 

All other correspondence (the routine diplomatic, consular, and mis- 
cellaneous correspondence) is kept in the minor file, which is arranged 
in a strict alphabetical order — the diplomatic under the name of the 
country (dispatches and instructions) or of the foreign embassy or 
legation (notes); the consular under the name of the city in which the 
office is located, and the miscellaneous, by the name of the Department 
or of the writer. 

In the major file a number is given to the first communication in any 
case, as 792, and each subsequent incoming paper receives a subordinate 
number, as 792/1, 792/2, 792/3, etc. All outgoing communications are 
given the number of the incoming paper on which they are based, 
and are folded inside the same in the tile. 

In the minor file outgoing communications to miscellaneous corre- 
spondents are folded inside the papers on which they are based, but 
diplomatic and consular instructions and notes from the Department 
are filed according to their serial numbers and dates, each in a series 
immediately following the dispatches or notes from the office in ques- 
tion. _ ' 

All incoming communications are backed in the Index Bureau. 
Major communications are stamped with the case number and briefed. 



20 RULES AND REGULATIONS, DEPARTMENT OF STATE. 

Minor miscellaneous papers are backed by name of writer and date, 
and dispatches and notes by name of country (diplomatic dispatches), 
cit}^ (consular dispatches), or name of mission (notes), the serial num- 
ber, the date, and the words minor file. 

All general correspondence prepared in the bureaus should bear, in 
the proper place, the file number of the paper under action, or the 
letters M. F., to indicate the minor file. Loose press copies should be 
furnished the Index Bureau of all such letters, etc. . 

If this rule is carefully observed, it will lighten the task of the Index 
Bureau, and the signed mail will be returned for press copying so 
much the quicker. 

It is desirable that all paper should pass to and fro in the Depart- 
ment folded and that stamps be struck and brief notations made on 
the second fold. Memoranda may be attached as convenience dic- 
tates. All such memoranda will be folded inside the paper when 
it is filed. The final action and the direction to file should appear 
on the second fold. 

September 11, 1906. 



DISPOSITION OF USELESS PAPEES IN THE FILES OF THE DEPARTMENT. 

ORDER. 

The attention of all officers and clerks of the Department is called to 
the following provisions of the act of February 16, 1889, chapter ITl 
(25 Stat. L., 672), as amended by the sundr}^ civil appropriation act of 
March 2, 1895, chapter 189: 

( Useless 2^apers in Departments to be reported to Congress. — Examination and sale. ) 

That whenever there shall be in any one of the Executive Departments of the Gov- 
ernment an accumulation of files of papers, which are not needed or useful in the 
transaction of the current business of such Department and have no permanent value 
or historical interest, it shall be the duty of the head of such Dej^artment to submit 
to Congress a report of that fact, accompanied by a concise statement of the condition 
and character of such papers. And upon the submission of such report, it shall be 
the duty of the presiding officer of the Senate to appoint two Senators, and of the 
Speaker of the House of Representatives to appoint two Representatives, and the 
Senators and Representatives so appointed shall constitute a joint committee, to 
which shall be referred such report, with the accompanying statement of the condi- 
tion and character of such papers, and such joint committee shall meet and examine 
such report and statement and the papers therein described, and submit to the Sen- 
ate and House, respectively, a report of such examination and their recommendation. 
And if they report that such files of jaapers, or any i^art thereof, are not needed or 
useful in the transaction of the current business of such Department, and have no 
permanent value or historical interest, then it shall be the duty of such head of the 
Department to sell as waste paper, or otherwise dispose of such files of papers upon 
the best obtainable terms after due publication of notice inviting proposals therefor, 
and receive and pay the proceeds thereof into the Treasury of the United States, and 
make report thereof to Congress! (25 Stat. L., 672.) 

{Extension of provisions of act of February 16, 18S9, chapter 171. ) 

That the act entitled "An act to authorize and provide for the disposition of useless 
papers in the Executive Departments," approved February sixteenth, eighteen hun- 
dred and eighty-nine, be, and the same is hereby, amended so as to include in its 
provisions any accumulation of files of papers of a like character ther^n described 
now or hereafter in the various public buildings under the control of the several 
Executive Departments of the Government. (28 Stat. L., 933.) 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 21 

In accordance with the above provisions papers on tile in this Depart- 
ment must not be destroj^ed, except in the manner provided by the act. 
Chiefs of Bureaus and other principal officers of the Department 
should report _ to the Secretar}^ whenever the accumulation of useless 
papers on file in their charge seems to justify the proceeding-s as pro- 
vided for by the act. 

The limitations and methods of this law shall be strictly enforced. 

Elihu Root. 



TKUE SOURCE OF CONCLUSIONS TO BE STATED. 
ORDER. 

It is ordered that whenever in the correspondence of the Department 
there is occasion to state the conclusions reached or the reasoning given 
in anj^ opinion received from the Attorney-General, or from the Solicitor 
for the Department of State, or in any communication from the head 
of an}?- Executive Department relating to the affairs of that Depart- 
ment, such conclusions and reasoning be stated as coming from their 
true source, either by inclosing copy or by making an extract, or by 
brief statement of the substance. 

Elihu Root. 

Department of State, 

Washington, October W^ 1906. 



FEES FOR COPYING PAPERS ON FILE IN THE DEPARTMENT OF STATE 

ORDER. 

The attention of all officers and clerks of the Department is called 
to the following order of Secretary Sherman, dated May 4, 1897, now 
in force in the Department: 

The act of September 15, 1789, provided (sec. 6, 1 Stat. L., 69): 

"That, there shall be paid to the Secretary, for the use of the United States, the 
following fees of office, by the persons requiring the service to be performed, except 
when they are performed for an officer of the United States, in a matter relating to 
the duties of his office, to wit: For making out and authenticating copies of records, 
ten cents for each sheet containing one hundred words; for authenticating a copy of 
a record or paper under the seal of office, twenty-five cents." 

The act of April 23, 1856 (11 Stat. L., 5), repealed the last clause of the act of Sep- 
tember 15, 1789, which prescribed a fee for authenticating apart from copying. The 
provision as brought forward in the Revised Statutes (sec. 213) is as follows: 

" For making out and authenticating copies of records in the Department of State, 
a fee of ten cents for each sheet containing one hundred words shall be paid by the 
person requesting such copies, except where they are requested by an officer of the 
United States in a matter relating to his office." 

In compliance with this law, authenticated copies of records in this Department 
requested by any person, except an officer of the United States in a matter relating 
to his office, shall be made in office hours, and the statutory fee of 10 cents a hundred 
words shall be collected therefor and turned over to the proper officer of the Depart- 
ment, to be by him deposited in the Treasury and accounted for through the proper 
Auditor of the Treasury. 

Copies of records and other documents not required to be authenticated in the 
strict legal sense of the word, but which are furnished under a written or stamped 
certificate of the immediate custodian of the record or document that it is a true copy. 



2'2 RULES AND REGULATIOlSrS, DEPARTMENT OF STATE. 

may (1) be made by any employee of the Department out of office hours and charged 
for at the usual rate for such work, the compensation to belong to the copyist; or (2) 
by a copyist not connected with the Department, when the admission of a stranger 
to the records or files is proper and convenient. Such copies may, on verification, 
be certified or stamped as true copies, free of charge, by the librarian or other 
immediate custodian of the document. 

Applicants for copies should be informed that unless the copies are to be used in 
the courts of law as evidence in lieu of the original record or document, a copy 
simply stamped as a true copy will, in general, serve the same purpose as an authen- 
ticated copy. The applicant will, however, have the option of demanding an 
authenticated copy in any case, on compliance with the legal requisites. 

A,- a -X- -X- * * -X- 

In cases of requests for copies of documents on file with the Depart- 
ment the following method of procedure shall be followed: 

First. Such requests must be made in writing-, specifying the papers 
of which copies are desired and the purposes for which copies are 
desired. It should also be stated whether authenticated copies are 
desired or whether copies certified as true copies b}^ the immediate 
custodian will answer the f)urpose. 

Second. All requests for copies of documents on file in the Depart- 
ment will be referred to the chief clerk, who will pass on such requests 
after consultation, if deemed advisable, with the appropriate officer of 
t\\Q Department. 

Third. In case copies of papers connected with claims and com- 
plaints pending before the Department, or other documents involving 
legal questious are requested, the Solicitor should be consulted. In 
case any ofiicer who may have been consulted in regard to such a request 
is of the opinion that some legal question arises or nvAj arise in con- 
nection with his action upon the request before him, the opinion of the 
Solicitor should be taken. In such cases the Solicitor should be fur- 
nished with a brief statement pointing out the nature of the documents 
concerned and the legal questions which are supposed to be involved. 

Fourth. Nothing less than an entire section of any statute shall 
be certified and no documents shall be certified in such a f ragmentarj^ 
way as to permit an improper or misleading use to be made of the 
certification. 

Fifth. When a bureau chief or other immediate custodian of any 
document certifies to an}^ copy as a true cop3^, he should append to his 
signature the words "for the contents of the annexed document the 
Department assumes no responsibility." 

The methods and limitations of this order shall be strictly enforced. 

Elihu Root. 

November IT, 1906. 



COMMITTEE ON BUSINESS METHODS. 



ORDER. 



In accordance with the recommendations of the committee on Depart- 
ment methods made to the President on December 6, 1906, a committee 
on business methods in the Department of State is hereby created. 

The duties of this committee shall be as set forth on page 6 of the 
report to the President appended hereto. 

The committee of the Department of State shall consist of five 
members, to be designated by the Secretar}' of State in January of 



RULES AND REGULATIOISrS, DEPARTMENT OF STATE. 23 

each year, to serve until the designation of their successors in the 
following .year. The committee for the current year shall consist of — 

Charles Denb}^, chief clerk, ex oiEcio chairman. 

Sydney Y. Smith, Chief of Diplomatic Bureau. 

Wilbur J. Carr, Chief of Consular Bureau. 

John R. Buck, Chief of Bureau of Indexes and Archives. 

William McNeir, Chief of Bureau of Rolls and Library. 
The above committee will meet at the call of the chief clerk. 

Elihu Root. 
January 28, 1907. 



COEPORATE SURETIES ON OFFICIAL BONDS, ETC., TEN PER CENT LIMIT. 

ORDER, 

The following" rules with regard to corporate sureties on oiEcial 
bonds will hereafter be observed by this Department: 

1. Hereafter no surety company shall be accepted under the pro- 
visions of the act of Congress approved August 13, 1894, as sole surety 
on any recognizance, stipulation, bond, or undertaking under this 
Department for an amount greater than 10 per cent of its paid-up 
capital and surplus. 

2. No such company shall be accepted as surety on any recogni- 
zance, stipulation, bond, or undertaking under this Department which 
shall execute any such obligation on behalf of any individual, firm, 
association, or corporation for an amount greater than 10 per cent of 
its paid-up capital and surplus, unless such company shall be secured 
as to such excess to the satisfaction of the Secretary of this Depart- 
ment, by reinsurance, or by deposit with such company in pledge or 
conveyance to it in trust, for its security or indemnity, of property 
equal in value to such excess; or if such bond is executed in behalf or 
on account of a fiduciary holding propert}" in a trust capacit}^, the lia- 
bility thereon in excess of 10 per cent of the paid-up capital and sur- 
plus shall be secured by such deposit or other disposition of a suitable 
and sufficient portion of the estate so held that no sale, mortgage, 
pledge, or other disposition can be made thereof without such com- 
pany's approval: Provided further^ That such portion of any such 
bond which shall have been reinsured by said company in another 
surety, trust, or guaranty company or companies, authorized to do 
business under the act of Congress of August 13, 1894, shall be deducted 
from the penal sum of such bond in determining the limitation of risk 
prescribed herein, if the same is within the 10 per cent limit of said 
reinsuring company or companies. 

3. Two or more companies may be accepted as sureties upon any 
recognizance, stipulation, bond, or undertaking under this Department, 
the penalty of which does not exceed 10 per cent of their aggregate 
paid-up capital and surplus, but in all cases the sureties must, where 
the law requires it, execute such obligation jointly and severally, 

4. The amount of paid-up capital and surplus of such companies 
shall be determined by the quarterly financial statements filed with 
the Attorney-General pursuant to section 4 of the act above referred 
to, after copies of such statements have been filed in this office. 

5. If the amount of said capital and surplus shall at any time during 
the intervals between the dates of the rendition of such statements, as 



24 KULES AND EEGULATIONS, DEPAETMENT OF STATE. 

required by law, become less than the amount determined in the state- 
ment last filed, then every such company shall file, within ten days 
after such diminution of its capital and surplus, a condensed state- 
ment sworn to by one of its principal officers at the home ofiice, show- 
ing the nature and extent of such diminution; and the amount of such 
capital and surplus remaining shall be the basis for risks until the ren- 
dition of the next quarterlj^ statement. 

6. Every such company shall file in this Department, during the 
months of Januar}^, April, July, and October of each year a report giving" 
an itemized statement of all recognizances, stipulations, bonds, or under- 
takings which such company shall have executed during the previous 
three months in excess of 10 per cent of its paid-up capital and surplus, 
showing the character and penalty of such obligations, the nature and 
amount of indemnity, collateral, or reinsurance thereon, and such other 
information in regard thereto as may be required. 

7. Any violations of the provisions of this order or failure on the 
part of an}^ company to comply promptly with its requirements will be 
considered ground for refusing thereafter to accept such company as 
surety upon any recognizance, stipulation, bond, or undertaking under 
this Department, and for recommending to the Attorney-General that 
the authority of such company to do business under the act above 
referred to be revoked. 

Elihu Root. 
Department of State, 

Washington^ Febrxiary i, 1901 . 



[From Senate Report No. 507, part 3, Fiftieth Congress, first session.] 

THE DEPARTMENT OF STATE. 
report of the chief clerk. 

Department of State, 

Waskington, April 26, 1887. 
Sir: In accordance with your direction, I have the honor to make 
the following report: 

The organization of the Department of State, as established b}^ law, 
is as follows: . 

A Secretary of State. 

An Assistant Secretary of State. 

A Second Assistant Secretary of State. 

A Third Assistant Secretary of State. 

A Solicitor, who is an officer of the Department of Justice, detailed for duty 

in the Department of State. 
A chief clerk. 
Six chiefs of Bureau. 
One translator. 

A stenographer to the Secretaiy of State. 
Eleven clerks of class 4. 
Four clerks of class 3. 
Seven clerks of class 2. 
Fourteen clerks of class 1. 
A telegraph operator. 
Four clerks at .$1,000 each per annum. 
Ten clerks of $900 each per annum. 
One packer, one messenger, two assistant messengers. 
Ten laborers. 



RULES AND EEGULATIONS, DEPARTMENT OF STATE. 25 

The chief clerk of the Department of State is its executive officer 
under the direction of the Secretary of State. He has the general 
supervision of the clerks and employees and of the business of the 
Department. Each clerk is required to record the dail}^ time of his 
arrival at and departure from the Department, and at the end of each 
month these reports are filed with the chief clerk. No clerk is allowed 
to leave the building during office hours without the express permis- 
sion of the chief clerk, who is thus in a position to know at all times 
what force he has available for the extra work that the exigencies of 
the service may at an}^ time call for. All absences from the Depart- 
ment pn the part of each clerk or employee without sufficient excuse 
are deducted from his annual leave of thirt}^ da3^s allowed by law 

After the dailj' mail is received at the Department, opened, and 
indexed in the index room, as more particularly set forth in the» report 
of the Chief of the Bureau of Indexes and Archives, hereto annexed, 
it is placed upon the chief clerk's desk, read by the chief clerk, and 
distributed among the Assistant Secretaries for their action. During 
the da}^ the chief clerk receives and transacts the business of all per- 
sons having interests connected with the Department of State, other 
than those whose business is of such a character as to require the per- 
sonal hearing of the Secretar}- of State or the Assistant Secretaries. 
It not unfrequently happens that the chief clerk is aljle to save the 
Secretar}^ of State from much needless interruption b}'^ ascertaining 
and disposing of the business of visitors who woukl otherwise think it 
necessary to see the Secretary. Business of this character involves 
inquiries relative to matters connected with late international claims 
commissions, whose records are deposited in the Department of State; 
inquiries in regard to passports, extradition of criminals, publications 
of this and other Departments; inquiries in regard to the applications 
for free entries by foreign ministers; inquiries on all subjects from 
members of the press; inquiries bearing on historical questions con- 
tained in the Revolutionary archives of the Department, and, in brief, 
all questions naturally connecting themselves with the Department of 
State of the United States. 

After the several Assistant Secretaries have given (usuall}^ by writ- 
ten memorandum) their directions as to what action is to be taken by 
the Department upon the various written communications addressed 
to it, the mail is returned to the chief clerk's desk and again by him 
distributed to the bureaus charged with the execution of the Assistant 
Secretaries' instructions. 

In the afternoon the mail prepared for the signature of the Secre- 
tary or the Assistant Secretaries, and embodying the latter's instruc- 
tions, is delivered to the chief clerk, by him carefully read and sent 
to the Secretary or distributed among the Assistant Secretaries for 
whose signature it is prepared. The chief clerk is, besides, constantly 
ready to answer the call of the Secretary or the Assistant Secretaries, 
and inquiries from chiefs of bureaus or clerks when more particular 
directions are asked as to the disposition of work. It is for the chief 
clerk to generally supervise the sending of the foreign mails from the 
Department and to guard the privacy of the closed pouches and to 
enforce discipline in matters looking to the efficiency of the laborers 
and inuring to the general comfort of the occupants of the building. 

The current work of the Department is not behindhand in any 
important particular, all business receiving attention with such prompt- 
ness as is possible in accordance with its character. 



26 RULES AND REGULATIONS, DEPARTMENT OF STATE. 

The chief clerk has one clerk in his room who assists him in such 
manner each day as his services may seem to be most useful in the 
transaction of the public business. 
Respectfull}'^ submitted. 

Sevellon a. Brown, 

Chief Clerk. 

Hon. Thomas F. Bayard, 

Secretary of State. . 



REPOET OF THE CHIEF OF THE DIPLOMATIC BUREAU. 

9 

Department of State, Diplomatic Bureau, 

A2?ril 26, 1887. 

Sir: I have the honor to report, in reply to the inquiries contained 
in the letter of the Hon. F. M. Cockrell of the 23d ultimo that, as 
regards the work performed in this Bureau, there is at present no avoid- 
able delay in the attention given to it. 

There is no record kept in the Bureau of the incoming and outgoing 
correspondence, such details, in my opinion, pertaining to the Bureau 
of Indexes and Archives, where all the correspondence of this Bureau 
is indexed. Any such registry in this Bureau would merely amount 
to duplicating the work of another Bureau and demand extra clerical 
labor to very little purpose. The peculiar business of this Bureau is 
the attention and replying to such of the foreign correspondence of the 
Government as is not consular, both with our legations abroad and 
with the legations of foreign nations at this capital. The work divides 
itself, first, into the examination, consideration, and discussion of dip- 
lomatic questions, such as treaties, claims, interpretations of statutes, 
etc., and, second, the purely routine matters, such as forwarding 
communications, exequaturs, free entries, authentications, etc. The 
responsibility of the first class of work falls mostly on the Secretary 
and his assistants and as a rule comes to the Diplomatic Bureau in the 
shape of drafts of notes, instructions, or replies to be put into proper 
shape for eventual signature. The details incident to the preparation 
of treaties alone demand much time and the attention of one special 
clerk. 

For the performance of its work this Bureau has one chief, three 
divisional clerks, among whom the correspondence of all the countries 
is as equally divided as possible, and five copying clerks. This sup- 
ply, supposing each person to be well selected for his work and 
interested in its thorough execution, is sufficient for efficiency, though 
allowing little margin for absenses on leave or from sickness. Owing 
to the number of documents in foreign languages, the translation of 
which is far beyond the time at the disposal of the single translator 
attached to the Department, it daily becomes more important that the 
clerical force of this Bureau should be conversant with the languages 
in which the correspondence allotted to them is written and thus avoid 
the delay of having the translation made by others. There is much 
room for improvement in this respect, and the defect has been publiclj" 
commented on by writers on our diplomatic system. 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 27 

There is at present iu this Bureau no work unfinished through laclc 
of clerical force. Such work as is pending is so only while awaiting 
necessary details, or information for intelligent and conclusive reply, 
or because it is dependent on the future action of the legislative branch 
of the Government. 

Each paper on reaching this Bureau is dated, and when disposed of 
is indorsed with the date of the reply. It is believed that an inspec- 
tion of these indorsements would stiow a promptness in attention which 
would compare favorably with that of an}^ correspondence bureau, 
either political or commercial. 

A record of the actual number of daj^s and hours devoted to work is 
made individually b}" the clerical force and filed with the chief clerk 
of the Department. 

As regards reporting the exact number of letters written by each 
division clerk, 1 am of opinion that such a practice is both productive 
of an artificial emulation which causes an unnecessary amount of 
routine writing and likewise gives a false impression of the relative 
amount of work done, inasmuch as a day's work of one person not 
infrequently results in one letter onl}'^, which would be credited to him 
against, perhaps, a number of purel}" routine letters written by another 
during the same time. During the past year it has not been found 
necessary in this Bureau to resort to any extra or evening work, even 
during the session of Congress. The present office hours are, with a 
careful distribution and subdivision of work, as long as is consistent 
with efficiency without any increase of the present force, and yet 
sufficient for the thorough performance of the ordinar}^ work. 

The work of this Bureau would be greatly facilitated by means of a 
subject index or card catalogue embracing the principal matters apart 
from purel}^ routine details claiming its attention. 

It would not be practicable, within any moderate limits, to detail 
the historj^ of an}' one important piece of work from its beginning to 
its completion, as many questions require the action of several of the 
Assistant Secretaries and Bureau, and often a report from the solicitor 
of the Department, the result of the whole being, perhaps, only a draft 
instruction to be copied in the Diplomatic Bureau. Among the cases 
which are managed by this Bureau are those where some American 
abroad is molested by the authorities of the country where he is trav- 
eling. His relatives in America report the occurrence to the State 
Department. After this letter is indexed in the Bureau of Indexes the 
complaint is referred to one of the Assistant Secretaries, who instructs 
the Diplomatic Bureau to send the case to the proper diplomatic rep- 
resentative for investigation and action. The accompanying docu- 
ments, if any, are copied, an instruction embodying the points in the 
case is prepared for the Secretary's approval and signature, the rela- 
tives or friends, if necessary, being written to to obtain sufficient facts 
on which to base our intervention; and the instruction, after having 
been read by the Secretary and amended by him, if necessary, in which 
case it returns to the Diplomatic Bureau for alteration, goes to the 
Index Bureau to be indexed, returns to the Diplomatic Bureau to be 
press copied, put up, addressed, and sent to the post-office room for 
the dispatch bag. The parties interested are informed what action has 
been taken, and eventually the reply of the foreign government com- 
municated in substance to them. This process may have to be repeated 



28 KULES AND REGULATIONS, DEPARTMENT OF STATE. 

several times in complicated cases. The volumes of the Foreign Rela- 
tions give much of the diplomatic work of the Department, and the 
list of papers concerning foreign relations published b}^ order of the 
Forty-fourth, Forty -fifth, Forty -sixth. Forty-seventh, and Forty-eighth 
Congresses, and printed in the Register of the Department of State 
for 1884, contains many important examples of the work transacted 
by this Department. Much of the correspondence, owing to the 
unwearied assiduity of dissatisfied claimants, is spread over many 
years and causes much repetition of the same work. 

The ordinary daily routine of this Bureau is much as follows: From 
9 to 1 the heads of the Divisions A, B, and C are preparing the corre- 
spondence of their dilferent countries, which had been distributed to 
them the previous afternoon or such as may come up any moment 
from the chief clerk for immediate attention. The Chief of the 
Bureau in the mean time verifies the copies of the preceding day's 
mail ; checks them off on the papers to which they are replies, sending 
both to the Index Bureau to be filed; reads over, distributes, and 
gives directions concerning the new matter which is constantly arriv- 
ing, and performs such personal duties as are necessary to avoid inter- 
rupting the heads of divisions too much in their work, besides investi- 
gating and reporting upon such matters as are directly referred to him 
by the Assistant Secretaries. By 1 o'clock the mail for the day is 
ready for the Secretary's attention and signature and is sent to the 
chief clerk for that purpose. It returns, signed, about two hours later, 
in sufiicient time, as a rule, to be press-copied and put up for the even-, 
ing mail at 4, each head of division attending to the correspondence of 
his respective countries. The hours of the afternoon are occupied in 
preparing the mail for the following morning. The copying clerks, 
some of whom are also employed as translators, are steadily occupied 
all day in copying and comparing the work allotted to them, with occa- 
sional assistance from copyists in other Bureaus. 

Respectfully submitted. 

H. Sidney Everett, 

Chief of Bureau. 

The Secretary of State. 



REPORT OF CHIEF OF THE CONSULAR BUREAU. 
ORGANIZATION. 

The members of the Consular Bureau and their salaries are as fol- 
lows: 

One chief • $2, 100 

Tw o clerks 1 , 800 

Two clerks - 1, 600 

One clerk 1, 400 

One clerk 1 , 000 

The Bureau is divided into three divisions, as follows: 
Division A, correspondence with consulates within the dominions of 
France, Germany, and Great Britain, and miscellaneous correspond- 
ence relating; thereto. 



RULES AND REGULATlOTilS, DEPARTMENT OF STATE. 29 

Division B, correspondence with consulates within the dominions of 
the Argentine Republic, Austria-Hungary, Belgium, Brazil, Chile, 
Denmark, Greece, Italy, Netherlands, Paraguay, Peru, Portugal, Rus- 
sia, Spain, Sweden and Norway, Switzerland, Urugua}^, and miscella- 
neous correspondence relating thereto. 

Division C, correspondence with consulates within the dominions of 
the Barbary States, Bolivia, Central America, Colombia, China, Ecua- 
dor, Egypt, Friendly and Navigator's Islands, Hawaiian Islands, 
Haiti, Japan, Liberia, Madagascar, Mexico, Muscat, San Domingo, 
Siam, Turkey, Venezuela, and other countries not assigned, and mis- 
cellaneous correspondence relating thereto. 

Besides the three heads of the above-named divisions the Bureau 
includes a law clerk, whose duty is to examine questions of law involved 
in the work of the Bureau; a recording clerk, whose duty is to tran- 
scribe all instructions to consular ojSicers in permanent record books; 
a mailclerk, who is charged with the forwarding of all mail matter 
originating in the Bureau, writing letters, editing new Department 
registers, making Bureau reports, etc., and a copyist and typewriter. 



CHARACTER OF WORK. 

The work of the Consular Bureau consists principally of corre- 
spondence with consular officers in regard to their official duties and 
with the several Departments of the Grovernment and individuals on 
the same subject. The correspondence is of such a varied character 
that it is next to impossible to give a description of it, but it may be 
said generally to cover instructions to consuls in regard to commercial 
matters. Seamen's accounts and difficulties, estates of deceased Amer- 
icans, sanitar}^ reports and inspections of vessels, undervaluation of 
goods, certification of invoices, accounts for salary and miscellaneous 
expenses, etc., and correspondence with Departments and individuals 
on similar subjects. Besides this work, much time is taken up in giv- 
ing to new consuls and consuls on leave verbal instructions in regard 
to all matters pertaining to their offices. 

METHODS OF WORK. 

Dispatches from consuls and letters from Departments and indi- 
viduals on reaching the desk of the chief of the Bureau are by him 
examined and sent to the proper division for reply, the nature of the 
reply being indicated by indorsement of the Secretary or one of the 
'Assistant Secretaries or the chief of the Bureau. If necessary, a 
report showing the previous history of the case or the law bearing 
thereon is made and the matter submitted for decision. Replies are 
written by the heads of divisions and submitted to the chiefs of the 
bureau for approval, and are then sent to be signed and indexed, 
when they are returned to the Bureau to be press copied and forwarded. 
It is believed that the system employed is the best that can be devised 
for the rapid handling of the large mass of correspondence that is 
received in the Bureau. 



30 KULES AND EEGULATIONS, DEPARTMENT OF STATE. 

AMOUNT AND CONDITION OF WORK. 

The following statement shows the number of instructions and let- 
ters written and pages of copying done during the years 1884, 1885, 
1886, and January and February, 1887: 



Communi- 
cations. 



Copying. 



1884 [ 6, 904 

18S5 S, 674 

188(5 ' 8, 089 

1887 (two months) i 1,103 



14, 713 

13, 913 

14, 238 

2,086 



It is proper to remark that while the above statement is a fair indi- 
cation of the amount of work done each year, it is by no means to be 
accepted as an absolutely correct comparison, for the reason that in 
the enumeration of communications written an instruction or letter 
that may have required several days to prepare counts for no more 
than one that is written in a few minutes. A more accurate idea of 
the amount of work required to conduct the business of the Bureau 
may be obtained from the following statement of officers in the consu- 
lar service, all of whom are within its jurisdiction: 

Consuls-general 38 

Consuls 243 

Commercial agents 39 

Vice officers 320 

Consular agents 414 

Consular clerks 13 

Interpreters 26 

Marshals - 9 

Office clerks - 102 

Total 1,204 

The work of the Bureau is not in arrears, and is at all times in a 
satisfactory condition. 
Respectfully submitted. 

F. O. St. Clair, 
Chief of Consular Bureau. 
Consular Bureau, May 5, 1887. 



eeport of the chief of the bureau of indexes and archives. 

Department of State, 
Bureau of Indexes and Archives, 

Washington., Ajjril^d, 1887. • 
Sir: In answer to the inquiries of the select committee of the Senate, 
appointed under the resolution of the Senate of March 3, 1887, to exam- 
ine the methods of work in the executive department, I have the honor 
to give the following description of the working of the Bureau under 
my supervision: 

The personnel of the Bureau of Indexes and Archives consists of a 
chief, three indexing clerks, three recording clerks, and three clerks 
emploj^ed in various wa5^s as the exigencies of the Bureau require. 

The Bureau may be said to be divided into four divisions, the diplo- 
matic, consular, miscellaneous, and recording divisions. 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 31 

The daily routine may be described as follows: 

The mail of the Department is receiv^ed in the Bureau each morning 
from the mail clerk and distributed among the different index clerks. 
The diplomatic index clerk takes all correspondence received from 
United States diplomatic officers abroad, from foreign ministers 
accredited to this country, aiid from foreign sovereigns and secretaries 
of state; the consular index clerk, all correspondence from American 
consular officers abroad and from foreign consular officers in the United 
States; the miscellaneous index clerk, all other communications, includ- 
ing those from Congress, the Executive Departments, and from private 
individuals and corporations. The communications are then opened 
by the proper index clerk, carefull}^ read and full abstracts, under 
appropriate "catchwords," made in large books labeled, respectivel}^, 
""diplomatic," "consular," and "miscellaneous register" — "To the 
Department." These registers are arranged under convenient heads, 
and from them the writer, the subject, or the date being known, any 
communication can be found and its contents fuU}^ noted. 

The incoming mail being thus daily indexed as soon as received, is 
sent to the chief clerk, who, after instructions are given by the Secre- 
taries, distributes it to the proper bureaus for action and reply. 

The letters written by the Department are, in turn, after being 
signed by the Secretaries, sent to the Index Bureau, where they are 
carefully read by the chief and the index clerks, and full abstracts 
entered in a set of books corresponding to the incoming registers, 
which are labeled "From the Department." 

After being indexed the outgoing mail is sent to the Bureau from 
which it emanates, where it is press-copied and sent to its destination. 

Press copies are then sent to the Index Bureau, where they are dis- 
tributed among the diplomatic, consular, and miscellaneous recording 
clerks, who copy them into blank books, which become the permanent 
records of the Department. The press copies are for a certain num- 
ber of 3^ears kept for convenient reference and are then carefully 
stored awa}'^, it being the practice of the Department to destroy none 
of its records of whatever nature. 

The record books before being permanently filed are carefully 
compared with the original press copies and are then inventoried and 
numbered, so as to be readily found, and placed on the proper shelves. 
Each letter is also verified by a comparison with the index (or abstract) 
of the registers, on which the volume and page of the record book are 
noted. It is thus possible to turn at once from the abstract to the 
complete letter itself. 

To return to the incoming mail, which we have seen has now been 
indexed and answered. This is again returned to the Index Bureau, 
where it is filed in pigeonholes convenientl}^ arranged for ready refer- 
ence. These pigeonholes are 532 in number. Almost the entire time 
of one clerk is dail}^ consumed in filing away papers, as delay in their 
arrangement would entail serious loss of time. 

It ma}^ be here stated that the indexing of the current correspond- 
ence is completed daily; and the recording and comparing of the cur- 
rent outgoing letters is practically completed up to date. Thus it 
will be seen that the current work of the Bureau is never in arrears. 

As soon as the pigeonholes contain a sufficient number of communi- 
cations, the communications are arranged chronologically in their 
proper divisions and bound in book form. There are numerous series 



32 EULES AND REGULATIONS, DEPARTMENT OF STATE. 

of volumes; one for each American legation abroad, one for each for- 
eign legation in this country, one for each consulate, etc. The mis- 
cellaneous letters make a series of volumes by themselves. 

The incoming correspondence for the last five years shows an aver- 
age annual increase of 123 volumes, and the number of communications 
passing through this Bureau annually is over 50,000, which, in order 
to meet the exigencies of the Department as to accessibility, require to 
be handled man}^ times incidentally to their proper and accurate 
indexing, abstracting, recording, filing, collating for binding in vol- 
umes, etc., so that no one of these many papers shall fail to be obtained 
at a momenfs notice whenever needed. 

As the Index Bureau is the repository of the Department records 
and the means of keeping trace of its correspondence, it naturally 
receives constant calls upon it from the Secretaries, the chief clerk, 
and the various bureaus for data on any subject under consideration. 
The duty of answering calls for information in response to resolutions 
of the two Houses of Congress usually devolves upon it, and often 
involves laborious searches of the records extending over a long series 
of years. Few, if any, publications are made by the Department 
which do not call for searches for material filed in the Bureau. 

Another duty is the examination of all Congressional documents as 
they appear, and from which are collected all papers relating in any 
way to foreign affairs. A collection of these papers since the founda- 
tion of the Government has been made and bound. 

This Bureau was instituted June 1, 1870. Before that time the 
duties which now devolve upon it were distributed among at least six 
divisions of the Department. Upon the reorganization of the Depart- 
ment (June, 1870) these duties were assigned to this Bureau, and soon 
additional ones were imposed upon it. Subsequently it was found 
that it was not enough to keep a mere chronological index of the com- 
munications, and an attempt was made to introduce an index of sub- 
jects, so that a ready reference to all the papers in the Department 
relating to a particular subject might, with very little trouble and at 
small expense of time, be made. A subject index was commenced, 
the entries being made in a large register. This register became a 
great auxiliar}^ to the usefulness of the Bureau, and as time went on 
and the period over which it ranged extended, it became a very impor- 
tant aid to the Bureau. In 1874 experience proved the inadequacy of 
the book form of subject index, and the card sj^stem was introduced. 
This latter system has a great advantage over the other, as it alwa3's 
permits the arrangement of the subjects in alphabetical order. The 
correspondence of the Department increased to such an extent that 
with the limited clerical force at its command it was impossible to 
keep the subject index up with the current work, and it graduall}^ fell 
behind in spite of constant efforts to prevent. Notwithstanding this, 
an index according to subjects has been completed from June 1, 1870, 
to 1882. 

Whenever it becomes necessary to make a search for the corre- 
spondence upon any one subject (covering this period) all the papers 
can be collated in a very short time, giving ver}^ little additional labor 
to the Bureau. A search covering the period previous to the intro- 
duction of this system, and subsequent to the date of its completion, 
entails upon this Bureau a great deal of extra labor, frequently involv- 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 38 

ing the loss of days and sometimes weeks in the collation of the corre- 
spondence. Calls of this character are constantly being- made, and no 
record can be kept that will convey any adequate idea of the labor 
and time involved in these searches. Congress on several occasions 
has been requested to make provision for additional index clerks to 
bring up to date and carr}^ on this verj" important branch of the 
Bureau. A memorandum of the Secretary of State, dated October 1, 
1886, presented to the Committee on Appropriations of the House of 
Representatives for its consideration, states: 

"Although seven or eight of the clerks of highest intelligence and 
largest experience are assigned to this Bureau, it is impracticable to 
do more than keep up the entry registers. The work of the Depart- 
ment is rapidly and continually increasing; the amount of correspond- 
ence has doubled within the past four or five years. The constant 
labor of the entr}^ and recording clerks is inadequate to keep up the 
synoptical and subject indexes, which are now some five years behind. 
This entails much loss of time, and many pages of entr}" must be gone 
over to find a paper which could be placed in a moment were the sub- 
ject indexes brought up to date. To accomplish this only the most 
skilled and experienced aid would be serviceable. The few men who 
are competent, through training and linguistic knowledge, to conduct 
this work can not be taken from the other bureaus of the Department 
unless their their places can be filled by equally competent and intelli- 
gent clerks." (H. Ex. Doc. No. 5, 4:9th Cong.", 2d sess.) 

The subject index 1 consider to be one of the most important 
branches of the work of the Bureau, requiring the most intelligent 
and experienced clerks for its proper prosecution. 

After the Department moved (in 1875) to the building it now occu- 
pies, a careful examination of the archives was made, which developed 
the fact that the earlier records were in a very unsatisfactory condi- 
tion. Many of the papers which should have been bound in their 
proper volumes were unbound, and those that were bound were so 
badly arranged that it was found necessary to rearrange the bound 
papers, introduce those unbound, and rebind them properly. None 
of these papers, covering a period from 1789 to January, 1836, were 
indexed. As a matter of fact very little of the early correspondence 
of the Department, covering a most interesting period of the history 
of the Government, is indexed. 

Efforts have been made from time to time to remedy this condition 
of things, and some progress has been made toward that end, but 
little can be done, owing to the want of additional force. 

The "miscellaneous letters," being those received by the Depart- 
ment from the year 1789 to July 1, 1818, have been collated, rear- 
ranged, and indexed; and those up to 1815, inclusive, have been 
bound, leaving the papers covering the period from July 1, 1818, to 
December 31, 1836, to be similarly collated, rearranged, indexed, and 
bound for permanent preservation. 

The "miscellaneous letters" to the Department from January 1, 
1837, down to the present date are indexed and bound; but the indexes 
of those prior to June 1, 1870, are very indifferent, particularly the 
earlier ones. It appears from an examination of these indexes that 
the Department learned by experience the necessity of having a good 
index to its correspondence, and a visible improvement manifests itself 

S. Doc. 359, 59-2—07 3 



34 RULES AND REGULATIOlSrS, DEPARTMENT OF STATE. 

from 3'ear to j^ear. These papers should be reindexed. My experi- 
ence teaches me the clerks become discouraged when, in making- 
searches after correspondence, they are compelled to refer to these 
old indexes, which necessitate wading through a great mass of matter 
to tind the object of their search. 

There are no indexes of dispatches received from consuls prior to 
1828. 

The indexes of instructions to consuls begin about 1833. 

Prior to 1828 there are no indexes to notes received from foreign 
ministers. 

The indexes of notes from the ministers from Great Britain, France, 
the Netherlands, and Russia commence about 1828. Those of all 
other countries, including Spain, Portugal, Austria, Belgium, Den- 
mark, Venezuela, Peru, etc., do not begin until 1850 or 1853. 

There are no indexes of "miscellaneous letters" from the Depart- 
ment from the foundation of the Government to June, 1870, except a 
mere page index giving the name of the persons written to and the 
page of book upon which the letter is recorded. The subject is not 
given, and consequently each must be read to learn its contents. 
These indexes should be completed, as we are often compelled to 
make searches among the papers to which they relate. 

The work of this Bureau is intended to be so divided among the 
employees that each and everj^ one shall be constantly employed dur- 
ing office hours in the performance of the duties assigned to him. It 
often happens that the incoming mail belonging to one branch of the 
Bureau is extraordinaril}^ large. In that case, in order to have the 
mail indexed promptly, so that the information contained in the dis- 
patches received may come early to the attention of the Secretarj^ or 
Assistant Secretaries, clerks from other parts of the Bureau are 
detailed to render temporary assistance until the exigency is over. 
The same may be said of the outgoing mail, it being important that 
the incoming and outgoing mail of each day should be indexed on the 
same day. 

Constant demands are made upon the Bureau for information which 
necessitates an examination of the archives covering periods of from 
one day to over one hundred years. This dut}^ is not performed by 
any particular clerk, but is imposed upon any one who at the time can 
be the more readil}^ spared from the work he may have in hand. It 
not infrequently happens that nearly all the clerks attached to the 
Bureau, including the chief, become engaged in these searches. 

Prom the above it will be seen how nearly impossible it would be to 
keep an account of the business performed and disposed of bj^ each 
emplo3^ee of the Bureau, and none has been kept. For a similar rea- 
son it will be seen how impossible it would be to present " a statement 
showing the average number of days, and the time and attention devoted 
to the consideration and transaction of business b}^ the employees in" 
this Bureau. 

But this much can be said, that the gentlemen connected with the 
Bureau have been continuously engaged in the work allotted to them 
during the years 1884, 1885, 1886, and part of 1887, with the excep- 
tion of the time usually allowed for absences during each jeav, and 
when, on account of sickness, they were detained at tbeir homes. 

In order to conve}' a general idea of the manner in which the corre- 
spondence of the Department is indexed, examples illustrative of the 



KULES AND REGULATIONS, DEPAETMENT OF STATE. 



35 



character of the various "registers" and indexes in use in the Bureau 
are annexed, marked "A" to "M," inclusive. 
Eespectfully submitted. 

John H. Haswell, 

Chief of Bureau. 
Hon. Thos. F. Bayard, 

Secretcvry of State. 



A. — Diplomatic Register^ Correspondence from the Department — Spain. 





No. 


Date. 


Subject. 


Record. 




Vol. 


Page. 


J. L. M. CuiTV, E. 
E. and M. P. 


47 
48 


1885. 
Dec. 28 

Dec. 30 

• 


Claim of J. J. May v. Spain for seizure and sale 
of his vessel, Morning Star, by customs author- 
ities at Cardenas. The condemnation and sale 
were made on a technical violation of customs 
regulations. Instructed to present the case and 
urge the payment of indemnity. Inclosure 
10th ultimo, from J. J. May, and 10th instant 
from consul at Cardenas. 

Barcelona: Recognition of W. M. Hanford as 
consul at, desired. 


16 
16 


125 
129 



B. — Diploma:tic Register — Correspondence to the Department — Spain. 




From whom. 


No. • Date. 


Subject. 


Received. 


J. L.M.Curry 


92 
93 


1886. 
.Jan. 8 

Jan. 15 


Claim of J. J. May v. Spain for seizure and sale of his 
vessel, Morning Star, at Cardenas. Refers to dep- 
ositions 47 and previous correspondence, and 
states Spain offers $20,000 in full settlement. 

Imprisonment •without trial of Thomas Greene, an 
American sailor, at Malaga. He is charged with 
larceny. Minister foreign affairs promises inves- 
tigation of the delay and a fair trial. Inclose let- 
ter from consul at Malaga and note from foreign 
office. 


6-20 
6-27 



C. — Consular Register — Correspondence from the Department — Spain. 



To whom. 


No. 


Date. 


Subject. 


Record. 


Vol. 


Page. 


CARDENAS. 

W. H. Tracy, con- 
sul. 


51 


1885. 
Nov. 15 


Claim of J. J. May v. Spain for seizure and sale of 
his vessel, Morning Star, by cu.stoms authorities 
at Cardenas for error in manifest. Inclosure 
10th instant from J. J. May, relative to, in- 
structs him to investigate and report facts. 


117 


201 



D. — Consular Register — Correspondence to the Department — Spain. 



From whom. 


No. 


Date. 


Subject, 


Received. 


CAEDENAS. 




1885. 






W. H. Tracy, con- 


72 


Dec. 10 


Claim of J. J. May v. Spain for seizure and sale of 


12-26 


sul. 






his vessel. Morning Star, by customs authorities at 
Cardenas. Reports result of investigation. The 
case one of great hardship; the seizure and sale 
were made on a technical error. 






73 


Dec. 26 


Wreck of American ship Ocean Pearl reported 


1-11 



36 RULES AND REGULATIONS, DEPARTMENT OF STATE. 

E. — Miscellaneous Register — Correspondence from the Department. 



To whom. 


Date. 


Subject. 


Record. 


Vol. 


Page. 


J. J. May 


1886. 
June 23 


Claim r. Spain growing out of seizure and sale of his 150 


26 




vessel, Morning Star, by customs authorities at Car- 
denas. Refers to his November IQ and subsequent 
correspondence. Spain offers S20,000 in settlement; 
asks if this is satisfactory. 







F. — Miscellaneous Register — Correspondence to the Departynent. 



From whom. 


Date. 


Subject. 


Received. 


May,J.J 


1885. 
Nov. 10 


Claim V. Spain growing out of seizure and sale of his 


11-12 






vessel, Morning Star, by customs authorities at Car- 








denas for technical error in manifest. Incloses papers 








showing absence of fraudulent intent and requests in- 








tervention of United States. 




Mason.J. B.,&Co.. 


Nov. 25 


Rescue of crew of their vessel, Minnie Warren, by British 
vessel Salamander. Calls attention to the heroism of the 
crew and recommends a suitable acknowledgment by 
the Department. 


11-26 


Marvlaud Geolog- 


Dec. 12 


Geological explorations in Crete. Requests that minister 


12-3 


ical Society. 




at Constantinople aid them in obtaining a tirman from 
Sultan of Turkey to enable them to continue. 




Marshal at Salt . 


Dec. 26 


Fate of Rufus Ruddy, an Englishman. Is unable to ob- 


12-31 


Lake City. 


1886. 
Jan. 3 


tain information relative to. 




Memphis, judge of 


Legacy left Hans Boiler, a German, residing at Hamburg; 


1-8 


orphans' coUrtof. 




asks if Department will undertake to forward same. 




Mint of United 


Jan. 9 


Japanese coin. Return same with result of assay made 


1-11 


States at Phila- 




at instance of Japanese minister, acknowledged 2d in- 




delphia. 




stant. 





G. — Subject index. 

[The following will give an illustration of the manner in which the correspondence 
of the Department upon any particular subject is collated by means of the card sys- 
tem of subject indexing. In practice each card represents a communication, and 
therefore each paragraph in the following illustration is intended to represent a card.] 

May, J. J. — Claim v. Spain growing out of seizure and sale of his vessel, Morning 
Star, by customs authorities at Cardenas for technical error in manifest. Encs. 
papers showing absence of fraudulent intent, and requests intervention of U. S. 
From May, J. J., iS^ov. 10, 1882. 

Consul at Cardenas instructs him to investigate and report facts. Enc. 10 inst. from 
J. J. May. To consul. No. 51, Nov. 15, 1885. , 

Consul at Cardenas reports result of investigation. The case one of great hard- 
ship; the seizure and sale were made on a technical error. From consul at Car- 
denas, No. 72, of Dec. 10, 1885. 

Minister to Spain instructed to present the case and urge payment of indemnity. 
The condemnation and sale made on a technical violation of customs regulations. 
Enc. 10 Nov., '85, from J. J. May, and 10 Dec, '85, from consul at Cardenas. To 
min. to Spain, No. 47, Dec. 28, 1885. 

Minister to Spain reports action taken, and that Spain offers 120,000 in full settle- 
ment. Refers to Dept's 47 of Dec. 28, 1885. From minister to Spain, No. 92, 
Jan. 8, 1886. 

Claimant informed that Spain offers $20,000 in settlement. Asks if this is satisfac- 
tory. Refers to his Nov. 10. To J. J. May, June 23, 1886. 

Morning Star, claim of owner of, v. Spain. See May, J. J. 

Sj>ain, claims of United States citizens against. See May, J. J. 

H to K. — Forms of cards. 

May, J. J., claim of, v. Spain for seizure and sale of his vessel Morning Star by cus- 
tom authorities at Cardenas. The condemnation and sale were made on a technical 
violation of customs regulations. Instructed to present the case and urge the pay- 



EULES AISTD REGULATIONS, DEPARTMENT OF STATE. 37 

merit of indemnity. Inc. 10 Nov., '85, from J. J. May, and 10 of Dec, 1885, from 
consul at Cardenas. 

H. — Diplomatic, from department B to minister to Spain, No. 47, Dec. 28, 1885. 

I. — Diplomatic, to department A from , 188 — . 

J. — Consular, to department E from , 188 — . 

K. — Consular, from department F to — , 187 — . 

L. — Miscellaneous, to department D from , 188 — . 

M. — Miscellaneous, to department C from , 188 — . 



REPORT OF THE CHIEF OF THE BUREAU OF ACCOUNTS. 

The clerical force of this Bureau consists of one chief and four 
assistants. 

Its work is of such a nature as to require separation into three dis- 
tinct divisions, viz: 

1. Matters of accounts relating to the Department proper; 

2. Matters relating to international indemnities; and 

3. Examination and regulation of diplomatic and consular accounts. 
The character of the work is essentially such as does not admit of 

being behindhand, and, while being continuous, it can never be at 
any one time finished; it nevertheless never partakes of the nature of 
unfinished business. The line of reply, therefore, marked out by the 
inquiry of the committee of the United States Senate, as to unfinished 
and completed business, can not be accurately followed in making a 
report on the work of this Bureau, but I presume the object of the 
inquiry will be substantially met by a report upon the work done 
here in the difi'erent divisions and in the order above indicated. 

1. De2)cirtment proper. 

All disbursements on account of the Department of State are made 
by the chief of this Bureau, who is the disbursing clerk of the Depart- 
ment. The amount of labor entailed therebj^ annually, may be 
manifested thus: 

300 full pages of bookkeeping entries; 
800 formulated vouchers; and 

140 sheets of amounts and abstracts rendered to the Treasury 
Department. 

' '2. International indemnities. 

These indemnities amount in round figures to a cash value of about 
$1,000,000, and their management devolves upon this Bureau. The 
origin, nature, object and amount of each of them was reported to the 
President by the Secretary of State on the 29th July last, and this 
report was sent to the House of Representatives b}'' the President with a 
message of the same date. A copy of the message is hereto appended, • 
marked B. (See note.) 

Statements of the condition of these indemnities at the periods men- 
tioned in Senator Cockrell's letter, viz, the beginning of 1884, 1885, 
1886, and 1887 are annexed hereto, marked B\ B^ B^ B^ 

An idea of the mere work of bookkeeping attendant upon the man- 
agement of these indemnities may be gathered from a report on one of 



38 KULES AND REGULATIONS, DEPARTMENT OF STATE. 

them (the Virginias indemnity), which was submitted to the Senate on 
February 14, 1887, of which a copy is subjoined, marked B®. 

It should be added, however, that one of the indemnities is managed 
by the Secretary of State in person and apart from the Bureau, save 
in the matter of recording the transactions. This is the Mexican 
indemnity. Its management entails a vast amount of correspondence 
and ver}' careful consideration. Some four hundred checks are issued 
annually in making payments from it, and brief memoranda of the 
transfers of interest in it alone fill a large volume. 

3. Diplomatic and consular accounts. 

The accounts of ministers for salary and contingent expenses, the 
salary accounts of secretaries of legation and charges, the accounts of 
consuls for contingent expenses, clerk hire, compensation of interpre- 
ters, and guards, etc., and all special accounts of ministers and consuls 
for expenses incurred in pursuance of special authorization or by rea- 
son of emergencies in the service, are required to be approved by the 
Secretary of State before being admitted to settlement by the account- 
ing officers of the Treasur3^ The Secretary's approval is not given 
until he has ascertained by means of an examination in this Bureau 
that the accounts are in every detail in accordance with law and regu- 
lations, and he further requires this examination to aid him in eft'ect- 
ing economy in expenditures abroad and to furnish him with data for 
disallowing improper and excessive charges. The nature of this work 
sufficiently indicates that its proper performance requires constant, 
careful, and experienced attention, and the amount of labor it involves 
may be estimated in part by the consideration that the number of 
consular accounts alone, for contingent expenses, examined annuall}^ 
is about 1,068, each consulate rendering four. The character and 
pecuniary amounts of these accounts are shown in the annexed sched- 
ule marked C. This schedule relates to the fiscal y^^iv 1886 alone. 
Schedules of other 3^ears have not been prepared for this report, their 
preparation being deemed unnecessarj^ in view of the fact that the 
expenditures for the contingent expenses of consulates for an}^ one 
3^ear are about the same as for any other. But the work on these 
accounts is not confined merely to their examination. Every one of 
them IS recorded in detail, and their record annually covers 700 pages. 
Moreover, the most of them are paid from this Department hy requi- 
sitions of the Secietary of State upon the Secretary of the Treasury, 
upon drafts drawn by the consular officers. These drafts and the 
drafts of ministers received here annually amount in number to about 
2,000. For these corresponding requisitions have to be prepared in 
this Bureau after an examination of the drafts as to correctness of 
form, amount, and indorsement, and each of these requisitions has to 
be recorded fully, and every one of the 2,000 drafts is similarly 
recorded. The mere mechanical labor necessaiy, therefore, for these 
requisition payments, can readilj^ be seen to be very great. 

MISCELLANEOUS WORK OF THE BUEEAU. 

In addition to the regular duties incident to the three main divisions 
of the work of this Bureau, as above set forth, there are others of 
importance. Two of these, involving considerable labor, deserve 
special mention. 



HULES AND REGULATIONS, DEPARTMENT OF STATE. 39 

1. Sale and distr Unit ion of the laios. 

This Bureau is the agent of the Secretary of State for the fulfill- 
ment of statutory requirements as to the sale and distribution of the 
laws of each session of Congress, the Statutes at Large, and the 
Revised Statutes. It would be difficult to put in tabulated form a 
statement of the work involved in the distribution of the laws among 
the different States and Territories, but I have prepared a statement 
of the sales of laws during the years 1884, 1885, and 1886, which 1 
subjoin, marked D. These sales are made in small quantities, and 
hardly a day passes without one or more small sales being made. 

2. Telegraphy and electrical husiness. 

The entire telegraphic correspondence of the Deparment of State is 
conducted by the clerks of this Bureau. This correspondence amounts 
in the course of a year to about 5,000 messages. The greater portion of 
these messages in quantity, though not in number, is in cipher, and 
the reception and transmission of it requires more than ordinary skill 
and care. Notwithstanding, however, the pressure of their other 
duties, there never has within ni}- knowledge been found the slightest 
fault with the gentlemen conducting this large telegraphic correspond- 
ence in any particular of accuracy, efficiency, and promptness. These 
same gentlemen are also charged with the regulation and management 
of all the electrical apparatus of the Department pertaining to the 
proper working of electrical call bells, watch, clock, etc. 

In brief, it may be stated that this Bureau performs all the clerical 
work pertaining to the execution of the directions of the Secretary of 
State as to the expenditures of all moneys appropriated by Congress 
for the Department of State and the conduct of foreign inter- 
course. These appropriations aggregated, for the fiscal year 1884, 
$2,332,534.13; for the fiscal year 1885, $1,454,298.41; for the fiscal 
year 1886, 12,167,191.22. In addition to this itconducts the disburse- 
ments and management of international indemnities, which work 
involves reports to Congress, investigation of claims, and special 
bookkeeping; it is charged with the examination, regulation, and pay- 
ment of diplomatic and consular accounts, and the conduct of the 
entire telegraphic correspondence of the Department, the sale and dis- 
tribution of the laws, and the preparation of the annual estimates for 
appropriations for the Department and the diplomatic and consular 
service. Besides this there is quite an extensive correspondence 
attendant upon the discharge of the duties of this Bureau, the letters 
which emanate from it annually requiring, for the purpose of being 
copied, 1,200 pages of copy book. 

The entire work of the^ Bureau is performed, as above stated, by 
five men. 

Respectfully submitted. 

F. J. Keeckhoefer, 

Chief of Bureau. 

April 23, 1887. 



40 RULES AND REGULATIONS, DEPARTMENT OF STATE. 



KEPORT OF THE CHIEF OF THE BUREAU OF ROLLS AND LIBRARY. 

Report of the transactions of tlie Bureau of Rolls and Library during the years 1S84 to 
1886, inolusive, and the first quarter of the year 1887, compiled in response to the request 
of the chairman of the select committee of the Senate, appointed under the resolution of 
the Senate of March 3, 1887. 

The persons assigned to the Bureau of Rolls and Library are charged 
with duties in two distinct divisions of the work of the Department. 
In the division of .the I'olls are employed two clerks of class two; the 
division of the library is served by one clerk of class three, one of 
class one, and one who receives a salary of $1,000 per annum. The 
laborer who serves this Bureau deserves to be especially mentioned, 
as he performs certain duties of a clerical nature in addition to his 
proper work. 

The rolls division is charged with the custod}^ of the laws and treaties 
of the United States, the proclamations of the President, the files and 
records of the several international claims commissions, and the his- 
torical archives of the nation. 

The library division is charged with the work usual to libraries, the 
care and distribution of the larger number of the publications of the 
Department, and the management of the publications of Congress 
apportioned to the Department. 

As to the character of the work performed, first, in the rolls divi- 
sion, the first duty to which all other business gives precedence is that 
which relates to the promulgation and exemplification of the laws of 
the United States. At times of special stress, following the close of 
each session of Congress, when the larger number of- the acts and res- 
olutions are received, the entire force of the Bureau, so far as neces- 
sary, is employed day and night in the preparation of the records, of 
the copy for the printer, in the revision of the proof, and in the dis- 
tribution of the printed copies. 

The laws having been published in what is commonly called "slip- 
form," the work of preparing the matter for publication in pamphlet 
form is then undertaken, the chief of the Bureau being responsible 
for the text only of that publication. 

Of late it may be said that these duties engross nearl}^ six months 
of every year and require for about three weeks the steady application 
of two persons from twelve to eighteen hours per day. At no time 
is the service in either division of this Bureau limited to the ordinary' 
ofiicial hours of the Department; the clerks employed never hesitate 
to extend those hours for any purpose which the work of the Bureau 
may require them. 

The ordinary business of the rolls division, which is interrupted 
only for a few weeks during the execution of the work in publishing 
the laws above referred to, is that of preparing the treaties of the 
United States for publication, conducting the correspondence relative 
to subjects requiring searches in the historical archives and in the 
files of the international claims commissions, and the indexing of the 
ar(;hives. 

The clerks emploj^ed in this division have been called upon to devote 
a very great amount of time since 18S2 to the examination of papers 
filed in this Department concerning the so-called French spoliation 
claims, to the neglect of their regular occupations. 1 also add copies 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 41 

of the two editions of the document presented to Congress in obedience 
to a resolution of the Senate concerning the French spoliation claims, 
which embod}^ much of the labor of these clerks; also a. document 
made up of other material relative to that class of claims, to which the 
Secretary of the Treasury made a contribution, this having been pro- 
jected and executed by the persons connected with this division of the 
Bureau. 

A larger force is urgently required for these important duties of 
this division, which relate to the preservation of the invaluable 
archives of the Continental Congress, the annals of the war of the 
Revolution, and the papers of the patriots Washington, Hamilton, 
Jefferson, Madison, and Monroe. These papers should be reclassitied, 
indexed, and copied; in some cases bound or rebound, as the condi- 
tion of the respective series particularly demand, in order that they 
may be made useful for the purposes of historical scholars of to-day, 
and that they may be saved for those who shall come after us. It 
would be in the highest degree inexpedient to assign clerks for this 
work who have not been trained in the best methods for handling such 
papers. The Journals of the Continental Congress should at once be 
copied or reproduced in some permanent form, as there has never 
been prepared an absolutely accurate version of these priceless records. 
Among the papers of Thomas Jeilerson, without enlarging instances 
of the needs of the work I suggest, ar^e many press copies of his State 
papers and of his letters which are slowly fading and will be lost to his- 
tory unless very soon copied. I earnestly recommend that suggestions 
be given, to the end that a corps of competent clerks be secured and 
trained to do the work necessar}^ to the preservation and restoration 
of these historical documents. 

As to the work accomplished in the librar}^ division I subjoin special 
statements as to the details of the work of this division of the Bureau. 
These statements show the number of publications received and dis- 
tributed b}^ the clerks assigned to the library, so far as records 
have been kept, the number of the books added to the collection, the 
amount of cataloguing done, and the number of books issued to those 
who have the privilege to borrow the same. It should be observed 
that the most efficient help that I received in the publication of the 
laws is 'given by the clerks who have been trained to my systems, 
from the library division. 

The greater part of the service of the clerks who are in attendance 
in the library can not be tabulated or recorded, as it is for the most 
part given in answering inquiries, providing material, rearranging 
and caring for the books and periodicals. 

The clerk whose time is largely taken up in cataloguing is also con- 
cerned, as well as his two associates, in the ordinary calls for books 
and information. 

The work of this division has always taxed the strength of the persons 
attached to it, and the work is increasing to such an extent that it 
will be necessary for our relief either to transfer to some other Bureau 
some part of the duties now assigned to us or to increase the number 
of clerks for the discharge of them in this Bureau. 

It would be impossible to discriminate between my five associates as 
to the value of their services. None could be more faithful or more 
interested, or could have more at heart the high character of the work 
of the Bureau and of the Department. 



42 RULES AND REGULATIONS, DEPARTMENT OF STATE. 

The foregoing is a general summary of the work done in the Bureau 
of Rolls and Library from Januar}^, 1884, to March, 1887. 
Very respectfully submitted. 

Theodore F. D wight, 

Cidef of jBurea u. 
Department of State, 

Bureau of Rolls and Library, 

April 26, 1887. 



SUBREPOKT No. 1. 

Statement concerning the tvork incident to the publication of the laws. 

The details of the work of publishing the laws require the keeping of records of the 
titles and designations and dates of approval of the acts and resolutions; of the prep- 
aration of the printers' copy, with the times of receiving and returning the i^roof ; 
a current index of the bills passed which are likely to become laws; an index of the 
bills which have become laws, and an index of the laws themselves; also a current 
record of the chapter designations of the same, and a file of copies of the requisitions 
on the Public Printer for printing laws. 

In preparing the copy, the laws are read twice before going to the printer; twice 
the proof is compared with the original rolls before printing; the text of the pam- 
phlet, made up from the type of the slip form, is also read twice with the original 
rolls. Tn reading for the copy and for every proof, and for the pamphlet, the points, 
capital letters are called, proper names are spelled, and all amounts are distinctly 
called twice. 



REPOKT OF THE CHIEF OF THE BUREAU OF STATISTICS. 

The Bureau of Statistics is charged with the editing and publication 
of the reports prepared, voluntarily or at the instance of the Depart- 
ment, by the consular officers of the United States. 

The personnel of the Bureau consists of — 

A chief of Bureau, salary $2, 100 

One clerk, fourth class , .-.. 1, 800 

One clerk, first class 1, 200 

Three copyists each. . 900 

The reports, in original, are received from the Consular Bureau and 
are printed as rapidly as a sufficient number accumulates to make one 
of the issues, which vaiy in size from 100 pages to 300 pages. Where 
a general circular has been issued calling upon the Consular Service 
for reports upon a special subject, a period of from nine to twelve 
months is allowed to elapse between the issue of the circular and the 
printing of the reports. This period has been found amply sufficient 
to obtain a full series of reports. 

As soon as the reports, in original, are received they are given to the 
copyists, and after editing are sent to the printer. From ten to twenty 
days are consumed in the printing, according to the size of the num- 
ber or the presence or absence of illustrations. The edition printed 
has been 6,000 copies of each number, but in future 6,500 copies will 
be needed to meet the increasing demands. The average cost per 



EULES AND REGULATIONS, DEPARTMENT OF STATE. 48 

number is about $900. All but 200 or 300 of the edition are mailed, 
as soon as received, to the following class of receivers: 

Members of Congress, 5 copies each. 

Press. 

Boards of trade, 5 copies each. 

Libraries, domestic and foreign. 

Consular and diplomatic officers. 

Individuals and firms, chiefly industrial and commercial. 

The envelopes and labels for mailing occupy the entire time of one 
clerk. 

The work of the Bureau is not in arrears, and has not been since 1885. 
The reports, in original, when copied, are placed in the files of the 
Department. 

During the current fiscal year thirteen numbers of the Consular 
Reports have been issued and the fourteenth is in press. In addition, 
a bulky volume of reports on Cattle and Dairy Farming (illustrated), 
another on Emigration and Immigration, and the annual volumes of 
Commercial Relations have been prepared, edited, and sent to the 
printer and are in course of publication. An index of the first fifty- 
nine issues of the Consular Reports has also been prepared during the 
current fiscal year and is nearl}^ ready for distribution. A statistical 
abstract of foreign nations, on the general plan of the Statistical Abstract 
for the United States, issued by the Treasury Department, has also 
been compiled and will soon be printed. The labor of editing, proof 
reading, and indexing this amount of matter has only been accomplished 
by the Bureau working after ofiice hours and at night, a subject to 
which the Secretary has alread}^ respectfully called the attention of 
Congress. 

In addition to its regular work, the Bureau is called upon by indi- 
viduals for information as to the commerce, industry, and general 
economy of foreign countries, and not infrequently by Congress. 
These inquiries are disposed of as soon as possible, and none are now 
in the Bureau awaiting a reply. 

WORTHINGTON C. FORD, 

Chief of Bureau. 



KEFORT OF THE SOLICITOR. 



Law Bureau, Api'il 30^ 1887. 
Sir: The head of the Law Bureau of the Department of State, as it 
is sometimes called, bears, in the chapter of the Revised Statutes rela- 
tive to the Department of Justice, the title of " examiner of claims," 
and is nominallv an officer of that Department. In one or two inde- 
pendent sections of the statutes he is entitled " Solicitor of the Depart- 
ment of State," and this is, unquestionably, the proper title. The 
office of the undersigned includes the examination of all claims by or 
against foreign governments through diplomatic process; but it includes 
a good deal more. The head of the " Law Bureau of the Department 
of State" has necessarily brought before him all questions of law 
arising in the Department. ' It would be a confusion of the two 
Departments to assume that in these matters, most of them involving 
questions of international law and diplomatic precedents, the Depart- 
ment of State should be classed as being under the control of the 
Department of Justice. Such is practically not the' case. The' Law 



44 RULES AND REGULATIOlSrS, DEPARTMENT OF STATE. 

Bureau of the Department of State is entirely severed in practice and 
by its duties from the Department of Justice; nor has its head at any 
time been subject to the directions of the Attornej'-General." 

The business of the Bureau consists in part in the examination and 
reporting on claims or other questions specially referred to it by the 
Secretar}^, and in giving- advice as to all matters Dassing through the 
Department which involve points of law. 

The head of the Bureau, also, is charged by the Secretary, from time 
to time, with the preparation of drafts of reports and other documents. 

Of formal reports, about 300 have been made during the present 
administration. But informal reports, consisting of memoranda for 
the preparation of papers in the Diplomatic and Consular Bureaus, are 
far more numerous, and as a rough estimate, these average about live 
a daJ^ There is no accumulation of unfinished business in the Bureau. 

The present head of the Bureau has had the assistance of a single 
clerk of class one, salary, $1,200. But he has been also authorized to 
call for assistance from time to time on the chief clerk, who, in many 
cases of pressure, has supplied him with additional clerical aid as it 
was needed. 

All of which is respectfully submitted. 

Francis Wharton, 

Head of the Law Bureau. 

The Secretary of State. 



report of the translator. 

With regard to the work of this Bureau, I have the honor to state 
that during the j^ears 1884, 1885, 1886, and thus far in 1887, it has 
averaged close upon 3,000 foolscap pages per annum. The bulk of the 
work consists in the translation of Spanish documents, next comes 
French, and next to that German, but there is almost constantly more 
or less of Italian, Portuguese, Dutch, Swedish, and Danish, with a 
slight sprinkling of Greek and Hebrew (letters from Jews in various 
parts of the world). All the commissions of foreign consuls in the 
United States are, moreover, recorded by the translator. 

The current work of the State Department is not, however, all that 
he is required to perform; a considerable portion of his time is occupied 
in translating foreign communications addressed to the President of the 
United States, and he is not unfrequently called upon to act as inter- 
preter for foreign ministers and other parties having business with the 
Government. Senators and Representatives in Congress, receiving 
letters in foreign languages, pretty often apply to the State Depart- 
ment for translations of the same, and these are never refused. Work 
is sometimes done, furthermore, for other Departments, more partic- 
ularly, of late, for the Office of Internal Revenue. Finally, the' trans- 
lator revises and compares all the treaties that are concluded at 
Washington in foreign languages, which is often a time-consuming task. 

It is, of course, important that the work of this Bureau should not 
be allowed to fall behind. The work is not now in arrears, nor has 
such been the case since the beginning of the year 1884. 
Very respectfully, 

Henry L. Thomas, 
Trandator to Department of State. 

Washington, Ajjril 12, 1887. 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 4:5 



COMMISSIONS AND PAKDONS. 

Report of the commission clerk, showing the character and amount of ivork clone from 
January 1, 1884, to Januaryi.l, 1887. 

[Receiving and examining application for office; indorsing, entering, and preparing briefs thereof, 
when required; also answering all correspondence connected therewith; preparing nominations, 
issuing commissions, exequaturs, pardons, and warrants of extradition, all of which a proper record 
is kept.] 

Number. 

Of applications for office received (estimated that each application is accom- 
panied by about ten letters of recommendation, making over 40,000 letters 

indorsed, etc. ) '. 4, 050 

Diplomatic commissions issued, etc Ill 

Consular commissions issued, including marshals to consular courts, etc 763 

Exequaturs to foreign consuls issued 201 

Commissions of foreign consuls recorded 37 

Warrants of extradition issued, etc 109 

jSI'ominations issued, etc 315 

Commissions, miscellaneous character, issued, etc 254 

Commissions issued upon the requisition of the Secretary' of the Treasury, 

Auditors, Comptrollers, Assistant Treasurers, Mint officers, etc 115 

Commissions issued upon requisition of the Postmaster-General 9 

Commissions issued upon the requisition of the Department of Justice, judges, 

attorneys, marshals, etc. , also pardons 494 

Pardons (which are prepared and recorded in manuscript) 368 

In addition to the above duties, frequent calls are made to search and 
examine the records and files of papers and to furnish authenticated 
copies thereof and answer correspondence relative thereto. 
Respectfully submitted. 

George Bartle, 
Clerk of ComwAssions and Pardons. 
Department of State, 

April U, 1S87. 



report of the PASSPORT CLERK. 
DUTIES OF THE PASSPORT DIVISION; 

To examine carefully all applications for passports, a large propor- 
tion of which come by mail, addressed "Department of State, Pass- 
port Division." 

To prepare and mail the passports upon such applications as can be 
granted. 

To notify promptly, by printed circulars and written explanations, 
every applicant whose papers are defective, informing him definitely 
what is required to perfect his application. 

To respond, by printed instructions and written communications, 
when .necessary, to all requests for information in regard to passports. 

To prepare applications and administer afiidavits for such parties as 
apply in person at the Department for passports. 

To keep record of citizens' passports and account of fees therefor, 
making full monthly reports of the same. 

To prepare and keep record of special passports issued to Govern- 
ment ofiicials and persons proceeding abroad upon public business. 

To prepare certificates for authenticating copies from the records 
and files of the Department; also for verifying papers bearing the 
seals of Government Departments, papers under seals of the difi'erent 



46 RULE6 AND REGULATIONS, DEPARTMENT OF STATE. 

States, papers under the seal of the District of Columbia, papers 
under the seal of the Smithsonian Institution, papers signed by diplo- 
matic or consular officers of the United States, papers signed b}^ 
judges of United States courts, papers signed by notaries public or 
justices of the peace of the District of Columbia, and papers signed 
by foreign ministers accredited to this Government. In each case the 
certificate is attached to the document by a tape, both ends of which 
are secured under the seal of the Department. 

The business with the public in regard to passports is of such nature 
that it needs always to be up to date. It is therefore kept so; hence 
there is no business pending at any time except the records. These 
fall behind occasionally at those seasons of the year when there is the 
greatest demand for passports, but they are brought up to date as soon 
as a less demand for passports gives opportunity. It so happens that 
there is no business of any kind pending at the beginning of an}^ 
calendar year. 

For an average of nine months in each year the work in this division 
has all been performed by one person; during the other three months 
(April, May, and June) in each year the work has been performed by 
two persons. 

Newton Benedict, 

Passport Clerk. 

Department of State, 

Washington. Avril 13, 1887. 



REPORT OF CLERKS IN CHARGE OF CERTAIN MISCELLANEOUS PAPERS. 

Since 1878 I have been engaged on miscellaneous duties not con- 
nected with any particular Bureau. At that time I was placed in 
charge of the awards rendered in favor of American citizens by the 
late American ajid Mexican Claims Commission, appointed under the 
convention of Jul}^ 4, 1868, between this country and that of Mexico. 
This Department receives annually from Mexico $300,000, which is 
distributed as soon as received among upward of three hundred 
claimants scattered throughout the United States and Mexico. _ 1 
make out receipts which, in most cases, I send by mail to the parties 
in interest for their signature. Upon the return of those receipts, 
properly executed, I draw up checks for- corresponding amounts, 
which are signed by the Secretary of State and which are also sent by 
mail with a letter in each case. These letters are indexed and recorded, 
but not, however, by me. I keep a docket in which I record the 
name of each claimant, together with a digest of each communication 
addressed to the Department affecting his claim, in order that assign- 
ments of interest (which are frequently occurring) may be protected 
in subsequent payments. After each annual payment is made I record 
in this docket the names of the payees, the dates of payment, the 
amounts paid, the numbers of the checks, the names of the parties to 
whom delivered, and the dates of delivery when sent by mail. Many 
of these claims have been in litigation since the distribution began, in 
1878, and I have had to prepare certified copies of the papers filed in 
their support for use in the courts. 



RULES AND REGULATIONS, DEPARTMENT OF STATE. 47 

I have also the custody of the Territorial and guano papers, and 
often I have to make long and tedious searches to enable the Depart- 
ment to make suitable replies to correspondents. 

On the 1st of July, 1886, this Department received from the Court 
of Commissioners of Alabama Claims, reestablished under act of Con- 
gress of June 5, 1882, all the records, dockets, and papers emanating 
from that court. These were all placed in my charge. They came to 
the Department in a sadly mixed up state, but I have succeeded (without 
anj^ aid) in putting them in such shape that I am now able to furnish, 
without delay, any information that is desired. This court rendered 
over 9,000 judgments and the Treasury Department issued a corre- 
sponding number of drafts. When these drafts are presented for pay- 
ment they are brought over to this Department hj a Treasury clerk, 
and a comparison is made of the signatures of the payees, as indorsed 
on the drafts, with their signatures as affixed to their depositions filed 
with the papers. In cases where discrepancies arise I have to make 
out certificates showing how the names are written on the docket and 
also how they are written in the depositions. In njaking searches of 
this kind great care has to be exercised, as the Secretary of State, b}^ 
his official signature, under the seal of the Department, becomes 
responsible for the acts of his subordinates. My time has been occupied 
almost entirely during the past year in attending to these files. In 
addition to these particular files I have charge of all the records, 
dockets, and papers of the first court, which, together with the papers 
which were filed here by the claimants themselves during the period 
of the late civil war, form a complete history of all the losses suffered 
by American people growing out of the depredations on the high seas 
by the Alahama and her consorts. 

In mentioning the foregoing as my principal duties, I might properly 
add that many minor matters come to me for my action thereon which 
it would be impossible to particularize, 

Respectfully submitted. 

Edward Haywood. 



INDEX TO RULES AND REGULATIONS OF STATE DEPARTMENT. 

Absence — I'age. 

Satisfactory explanation of, required for all (rules and regulations of 1871). 7 

Regulations governing sick and annual leave of 10 

Leave of, to be granted by chief clerk if approved by bureau chief lU 

for any time during Saturdays charged as full day 11 

Leave of. See Absence. 

Abstracts, contents of, to be prepared for Secretary or Assistant Secretaries 8 

Accounts, Bureau of. See Bureau. 

Action, date of Department, on all official papers to be shown thereon 8 

Applications — 

For passports not to be filed in Bureau of Indexes and Archives 8 

For office not to be filed in Bureau of Indexes and Archives - 8 

For copies of departmental records and correspondence not to be filed in 

Bureau of Indexes and Archives - - - 8 

Appointment of secretaries to embassy and legation; how made 9 

Appointments — 

No information concerning, to be given by clerks 7 

In consular service; how made I'j 

Appropriations — 

Monthly reports to be made as to condition of 7 

Order of Secretary apportioning contingent 17 

Order of Acting Secretary allotting for printing and binding 18 

Assistant Secretary — 

Manner of handling papers sent out by 8 

Contents of reports and abstracts to be prepared for 8 

To receive from chief clerk official mail properly belonging to his office. . . 8 

Must have special permission for detention of official papers by bureaus. . . 8 

Assistant Secretaries — 

To see official letters and instructions sent to Secretary for signature 8 

To receive official mail for signature by 3 o'clock each day 8 

Requisitions from, for official papers to be referred to Bureau of Indexes 

and Archives " 

Archives — 

To be deposited with Bureau of Indexes and Archives 8 

Bureau of Indexes and. See Bureau. 

Blanks, certain, prepared to be used for reports or abstracts of correspondence. . 8 

Board — 

Of examination constituted for diplomatic service » 

Personnel of ^ 

Method of procedure of r^ 

Bonds, official, rules respecting corporate sureties on - - - -3-^4 

Books, official, clerks drawing must leave signed descriptive memorandum of . 8 

Bureau — , ^ . , e 

Each to acknowledge promptly dispatches and letters received » 

Each to receive from chief clerk mail properly belonging to it 8 

Bureau chiefs — , • i i , i 

Each responsible for observance of rules and regulations by clerks under 

Each responsible for condition of archives, records, and correspondence in 

their charge - - ' 

Each to make report to chief clerk m writing, monthly ' 

Nature of reports of, to chief clerk [. 

Of Bureau of Accounts to make separate reports ' 

Nature of reports of, from Bureau of Accounts 

S. Doc. 359, 59-2 4 49 



50 INDEX. 

Bureau of Accounts — Page. 

Nature of report of chief of 7 

To receive and make all departmental payments 19 

Report of chief of, in 1887 37-39 

Personnel of, in 1887 37 

Method of conducting business in, 1887 37 

Division of regular work of, 1887 37-38 

Miscellaneous work assigned to, 1887 38-39 

Summary of matters in charge of, 1887 39 

Bureau, Consular — 

Report of chief of, 1887 28-30 

Organization of, 1887 28 

Character of work of, 1887 29 

Methods of work of, 1887 29 

Amount and condition of work of, 1 887 . .'. 80 

Bureau, Diplomatic — 

Report of chief of. 1887 26-28 

Particular business of 26 

Division of work in 26 

Method of disposition of business in 27, 28 

Where complete report of work done in, may be found 28 

Bureau of Indexes and Archives — 

To keep note of all references to mail and papers 8 

Duties of, with respect to official mail 8 

To hold dispatches and letters until finally disposed of 8 

Must have signed descriptive memorandum of all official books, papers, and 

records drawn by clerks 8 

To be depositary of archives, dispatches, notes, and letters of and to 

Department, with certain exceptions 8 

To be depositary of memoranda of official papers, etc. , withdrawn 9 

Papers from, to be sent for by messengers 9 

To be kept free of people as far as possible during office hours 9 

To receive all requisitions for papers from Secretary, Assistant Secretary, 

and clerks 9 

To handle all correspondence after August 15, 1906 18 

Memorandum as to manner in which correspondence and papers m, to be 

handled and filed 19-20 

Report of chief of, 1887 30-37 

Personnel of, 1887 30 

Method of handling work in, 1887 31, 32 

Additional work. 1887 32 

Needs of, 1887 32, 33 

Exhibits of methods of conducting business in, 3887 35-37 

Bureau of Rolls and Library — 

Report of chief of, 1887 40-42 

Personnel of, 1887 40 

Distribution of work assigned to, 1887 40 

Character of work performed by, 1887 40 

Duties of clerks in, and methods of conducting business of, 1887 40, 41 

Needs of , 1887 41 

Bureau of Statistics — 

Report of chief of, 1887 42-43 

Duties of, 1887 42 

Personnel of , 1887 42 

Method of conducting business of, 1 887 42 

Publications issued by. 1887 43 

Additional work of, 1887 43 

Bureaus — 

Not to hold unnecessarily official papers without special permission 8 

Note of date of official papers passing between to be kept 9 

Business — 

Of Department; no information to be given by clerks concerning 7 

All departmental, to be kept up and promptly disposed of (report of 1887) . . 25 

Business methods — 

Order of Secretary creating committee on 22 

Duties of committee on 22 



INDEX. 51 

Chief— Page. 

Of Diplomatic Bureau, report of. 1887 26-28 

Of Consular Bureau, report of, 1887 " 28-30 

Of Bureau of Indexes and Archives, report of, 1887 30-37 

Of Bureau of Accounts, report of, 1887 37-39 

Of Bureau of Rolls and Library, report of, 1887 40-42 

Of Bureau of Statistics, report of, 1887 42-43 

Chief clerk — * 

To transmit to Secretary promptly reports of bureau chiefs making com- 
plaints of clerical inefficiency, etc 7 

To transmit on first of month to Secretary reports of bureaus 7 

To make tabulated abstacts of reports of bureaus 7 

To make report of general work of Department not embraced in l)ureau 

reports 7 

Duties of, with respect to papers sent out by Secretary and Assistant Secre- 
taries 8 

Duties of, with respect to official mail generally 8 

Duties of, with respect to outgoing official mail 8 

Duties of, as outlined in report of 1887 25 

Report of, to Secretary of State, 1887 24-26 

Chiefs of bureau. See Bureau chiefs. 
Clerk- 
Chief, to transmit to Secretary without delay complaints of clerical force 

by bureau chiefs 7 

Chief, duties with respect to official mail 8 

Commission. See Commission clerk. 
Passport. See Passport clerk. 
Clerks— 

And other employees to give no information as to departmental business, 

correspondence, vacancies, or appointments 7 

Drawing official books, papers, and records, to leave signed descriptive 

memorandum of 8 

To review correspondence for abstracting and report to Secretaries 8 

To insert in record books references to inclosures, etc., since March 12, 1869 . 9 

To send for papers from Bureau of Indexes and Archives by messengers. . 9 

Regulations governing ; report of 1887 25 

Commission clerk — 

Report of, 1887 45 

Duties of, 1887 45- 

Additional work done by, 1887 45 

Committee — 

On printing and publication, created ■ 13 

On business methods, created 22 

Communications — 

Must show dates of action on by Department 8 

All must have date of their receipt noted thereon 8 

Consular Bureau. See Bureau. 
Consular service — 

Letter of Secretary of State transmitting draft of regulations to govern, 

under reorganization of 14 

Executive order reorganizing 15 

Vacancies in, how filled 15, 16 

Examinations for, subjects of 15 

Examinations for, method of marking 16 

Age limits for entrance to -■ 16 

Promotions in, how made 16 

Promotions in, rules governing examinations for 16 

Appointments in, to be distributed as nearly as possible equally among 

States and Territories on apportionment basis 16 

Contents of report of State Department transmitted in response to Senate resolu- 
tion 3 

Correspondence — 

No information to be given concerning official, by clerks and employees 7 

Official, that for signature of Secretaries to be delivered to chief clerk by 

certain time - - 8 

Secretaries should not be compelled to review 8 



52 INDEX. 

Correspondence — Continued. Page. 

Labor of reviewing to be performed by clerks 8 

Official, that signed by Secretary to be seen by Assistant Secretaries 8 

Official, to and from Department, manner of handling 8 

References to inclosures in, since March 12, 1869, to be recorded 9 

Method of exchanging 18 

To be handled through Index Bureau 18 

How to be filed in Bureau of Indexes and Archives 19-20 

Date — 

Of receipt of official papers by Department to be noted 8 

Of action of Department to be placed on all official papers 8 

Department — 

Notes, instructions, and letters from, containing inclosures, to be accom- 
panied by list of inclosures 9 

Report to Senate in 1887 concerning 24 

Organization of, 1887 24 

Detention of papers unnecessarily from filing bureau prohibited 8 

Diplomatic and Consular Bureau. See Bureau, Diplomatic, and Bureau, Con- 
sular. 

Diplomatic Bureau. See Bureau, Diplomatic. 

Diplomatic service — • 

Appointment of secretaries to embassy and legation, method of 9 

Executive order concerning 9 

Letter of Secretary of State, transmitting draft of regulations to govern, 

under reorganization of 14 

Executive order reorganizing ■ 15 

Dispatches — 

Official, to and from Department, method of handling 8 

Official, to be permanently filed in Bureau of Indexes and Archives 8 

Official, those received to be acknowledged promptly 8 

Official, to be returned after acknowledgment, to Bureau of Indexes and 

Archives 8 

Official, all lists of inclosures with to be recorded with dispatch 9 

Division — 

See Passport division. 
See Miscellaneous division. 

Duties, departmental. See Orders, Regulations, and Rules. 

Embassies, manner of appointing secretaries to 9 

'Employees and clerks not to give information as to departmental business, cor- 
respondence, vacancies, or appointments 7 

Examinations — 

For appointment of secretaries to embassy and legation, where to be held . . 9 

For appointment of secretaries to embassy, to be both oral and written 9 

For appointment of secretaries to embassy and legation, subjects of 9 

Examining board. See Board. 

Executive order — 

Concerning vacancies in office of seci'etaries to embassy and legation 9 

Reorganizing consular service 15-16 

Establishing advisory committee on printing and publication 11 

Fees for copying official papers, rules governing and rate of charge for 21-22 

Fish, Hamilton, Secretary of State, rules and regulations promulgated by, 1871. 7-9 

Funds — 

Other than those appropriated by law, monthly reports to be made as to 

condition of 8 

Trust. See Trust funds. 

Hours — 

Office, rules and regulations governing, 1871 7 

Bureau of Indexes and Archives to be kept free as possible of people during. 9 

Inclosure, note as to where single one accompanying official dispatch may be 
found , to be kept 9 

Inclosures — 

Reference to where those accompanying official dispatches may be found, 

to be kept 9 

Clerks to insert in records references to in correspondence since March 12. 

1869 9 

In departmental instructions, notes, and letters, to be listed 9 

Indexes and Archives, Bureau of. See Bureau. 

Indorsement of dates of action by Department to be placed on all official papers. . ■ 8 



INDEX. 53 

Information — Pagr. 

As to departmental business, correspondence, vacancies, or appointments, 

not to be furnished by clerks or employees 7 

Character of, to be furnished Secretary and Assistant Secretaries in reports 

and abstracts g 

Instructions — 

Official, for signature of Secretary, to be seen by Assistant Secretaries 8 

From Department containing inclosures to be accompanied by list of in- 

closures. . , 9 

Language, knowledge of foreign, required by secretaries to embassy and lega- 
tion JO 

Legation, manner of appointing secretaries to 9 

Letter — 

Of President transmitting report of Department to Senate 5 

Of Acting Secretary of State transmitting report on Department to Presi- 
dent 5 

Of Secretary of State to President, transmitting draft of regulations to gov- 
ern reorganized consular service 14 

Letters — 

Received, to be acknowledged promptly 8 

To be returned after acknowledgment to Bureau of Indexes and Archives ... 8 

With certain exceptions, to be permanently filed in Bureau of Indexes and 

Archives 8 

Relating to passports, applications for office, and copies of departmental 

records and correspondence, how filed 8 

For signature of Secretary, to be seen by Assistant Secretaries ^ 8 

From Department containing inclosiu-es, to be accompanied by list of in- 
closures 9 

List — «k 

Of inclosures to accompany all departmental instructions, notes, and 

letters containing inclosures 9 

Of inclosures to accompany all departmental instructions, notes, and letters 

to be recorded with dispatch 9 

Mail- 
Note of all official, referred to bureaus to be kept by Bureau of Indexes 

ard x\.rchives 8 

Pouches containing, to be opened immediately upon arrival at Department. 8 

Official, to be immediately delivered to Bureau of Indexes and Archives. 8 

To be opened, indexed, and delivered to chief clerk 8 

To be delivered by chief clerk to proper Assistant Secretary 8 

Official, to be acknowledged promptly upon receipt 8 

Method of handling; report of 1887 25 

Memorandum — 

Signed descriptive, to be left by clerks drawing official papers, etc 8 

Showing date of reference of papers from one bureau to another to be made . 8 

Merit system extended to consular service 14 

Miscellaneous papers division — 

Report of 1887 46-47 

Duties of 46-47 

Additional work assigned to 47 

Monthly reports. See Reports. 

Newspapers, reading of, forbidden during office hours 7 

Notes — 

Official, to be permanently filed in Bureau of Indexes and Archives 8 

From Department containing inclosures to be accompanied by list of 

inclosures ^ 

Office hours — 

Rules and regulations governing " 

Bureau of Indexes and Archives to be kept free as possible from people 

during ^ 

Official mail. See Mail. 

Orders. See Secretary's orders and Executive orders. 

Organization of Department of State, report to Senate concerning, 1887 24-47 

Papers — 

Note of all official, to be kept by Bureau of Indexes and Archives. s 

Descriptive memorandum of, to be left by clerks drawing 8 

Must show date of action on by Department 8 

Must have date of receipt noted thereon 8 



54 INDEX. 

Papers — Continued. Page. 

Detention of, in respective bureaus unnecessarily prohibited without special 

permission 8 

From Bureau of Indexes and Arcliives to be delivered to various bureaus by 

messenger 9 

When taken from on(» bureau to another, memorandum showing date to be 

kept 9 

How to be hied in Bureau of Indexes and Archives 19-20 

Disposition of useless, in Dei)artment files 20 

Rules governing making copies of, and rate (>hargcd therefor 21-22 

Division of Miscellaneous, report of, 1 887 46-47 

Passport clerk. See Passport division . 

Passport division — 

Report of, 1887 45 

Dutiesof, 1887 : 45-46 

Character of business transacted by 46 

Payments to or by Department, manner of handling 19 

Printing and publication^ — 

Committee on , created : . 11 

Object in creating and duties of 11 

General principle to govern form of annual reports of bureaus 12 

Letter of committee on, to bureau chiefs, asking for copies of forms in use 13 

All matter for printing to be submitted to committee on, before sent to 
printer 14 

Promotion , manner of providing for secretaries tov3mbassy and legation 9 

Records, descriptive memorandum of, to be left by clerks drawing 8 

Reference — 

To official papers passing between bvireaus not to be made without keeping 

memorandum of date ^ 8 

Must be made to place where inclosures accompanying dispatches may be 

• found - - 9 

As to inclosures in correspondence since March 12, 1869, to be inserted in 

record book 9 

Marginal, to be kept of inclosures filed 9 

References to official mail and papers; note of all to be kept by Bureau of In- 
dexes and Archives - 9 

Regulations — 

List of not included in those sent from Department 2 

Promulgated by Hamilton Fish, Secretary of State, 1871 7-9 

Of Department published in Senate Document in 1887 24-47 

See also Orders and Rules. 

Report — 

Of Secretary of State to select committee of Senate in 1887, not transmitted, 

reason for 5 

On first day of month to be made by chief of each bureau, except Bureau of 

Accounts as to condition of and work to be done 7 

On general work of Department not embraced in bureau reports, to be made 

by chief clerk 7 

Of chief clerk, State Department, 1887 24-26 

Of chief of Consular Bureau, 1887 28-80 

Of chief of Bureau of Indexes and Archives, 1887 30-37 

Of chief of Bureau of Accounts, 1887 37, 39 

Of chief of Bureau of Rolls and Library. 1887 40-42 

Of chief of Bureau of Statistics, 1887 42-43 

Of solicitor. State Department, 1887 43-44 

Of translator. State Department, 1887 44 

Of commission clerk, 1887 -15 

Reports — 

To be tabulated in form and uniform in size 7 

To be transmitted to Secretary by chief clerk 7 

Abstracts of from bureaus to be tabulated by chief clerk 7 

Monthly, to show condition of each bureau and of its work 7 

(^Mitents of to be prepared for Secretary or A.ssistant Secretaries 8 

Reciuisidons for official papers, etc., from Secretaries to be referred to Bureau of 

In<h^xes and Archives ■ 9 

Resolution of Senate, modifying as to State Department, its resolution calling 
for copies of rules and regulations governing Executive Departments 2 



INDEX. 55 

Review of correspondence to be done by clerks 8 

Rolls and Library, Bureau of. See Bureau. 

Rules — 

Of Hamilton Fish, Secretary of State, promulgated in 1871 7-9 

Of State Department, published in Senate Report, 1887 24-47 

See also Orders and Regulations. 

Secretary — 

Report of, to select committee of Senate in 1887 not transmitted; reavSon for. 5 

To receive monthly reports as to condition of bureaus in Department 7 

To receive reports on 10th of each month from Bureau of Accounts 7 

Manner of handling papers sent out by 8 

Contents of reports and abstracts to be prepared for 8 

To receive official mail for signature by 3 o'clock each day 8 

Requisitions from, for ofhcial papers to be referred to Bureau of Indexes 

and Archives '' 

Letter of, inclosing draft of p]xecutive order reorganizing consular service. 14 

Letter of, concerning extension of merit system to consular service 14 

Secretary, Assistant. See Assistant Secretary. 

Secretaries — 

Should not be compelled to review correspondence 8 

Of embassy and legation; manner of appointments of i' 

Secretary's order — 

Establishing board to examine applicants for secretary to embassies and 

legations *' 

Regarding signing of invoices 10 

Establishing comnuttee on printing and publication 12 

Apportioning contingent appropriation 17 

Allotting appropriation for printing and binding 18 

Concerning disposition of useless papers in Department files 20 

Respecting correspondence . . 21 

Relating to making copies of official papers, etc., and charges tbcrefor 21-22 

Creating committee on business methods 22-23 

Concerning corporate sureties on official bonds 23-24 

Signature to official mail by Secretary and Assistant Secretary 8 

Smoking by clerks not allowed in certain places 7 

Solicitor for State Department — 

Report of, 1887 - 43-44 

Duties of, 1887 43-44 

Personnel of office of, 1887 - 44 

State Department. See Department. 

Statistics, Bureau of. See Bureau. 

Sureties, corporate on official bonds, rules with respect to 23-24 

Transfer, secretaries to embassy and legation may be appointed through 9 

Translator for State Department — 

Report of, 1887 44 

Work done by, 1887 44 

Additional duties of, 1887 44 

Trust funds, monthly reports to be made as to condition of 8 

Vacancies — 

No information concerning, to be given by clerks 7 

In consular service, how filled 1^ 

Visitors, disposal of, report of, 1887 2o 

Visits Ix'tween clerks or from outsiders prohibited during office hours 7 

o 



